Administrative Assistant On-Site Phoenix, AZ
Phoenix, AZ
Mid-Level
Full Time Position Description A full-time, meticulous, and thorough Secretary II will provide comprehensive administrative support to the federal client’s regional director, managing calendars for agency leadership, coordinating meetings and teleconferences, maintaining personnel and operational records, and ensuring timely communications. This role involves handling sensitive correspondence, preparing reports, supporting timekeeping processes, maintaining databases and filing systems, and assisting with logistics for security operations, training, and contract guard services. Required Skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Access) and Windows-based systems.
- Strong written and verbal communication for professional correspondence and customer service.
- Accurate typing and spelling with attention to formatting and detail.
- Calendar management for multiple senior staff, including scheduling and prioritization.
- Meeting coordination, including room setup, material prep, and minute-taking.
- Records and file management (paper and digital), including personnel and operational documents.
- Timekeeping and attendance tracking using systems like GovTA.
- Mail handling and express delivery coordination.
- Report preparation and data compilation for prohibited items, vehicle logs, and inspections.
- Inventory tracking and supply management for security equipment and materials.
- Contract documentation assistance.
- Ability to work independently, prioritize tasks, and maintain confidentiality.
- Familiarity with federal government operations, terminology, and mission support.
- Experience supporting law enforcement, security, or federal administrative environments.
- Experience compiling and updating agency executive reports.
- Proactive in identifying and resolving administrative bottlenecks.
- Comfortable working in high-security federal facilities.
- Manage calendars for District and Area Commanders, prioritizing and coordinating meetings.
- Greet visitors, answer phones and emails, and route inquiries professionally.
- Schedule meetings and teleconferences; prepare materials and record minutes.
- Use Microsoft Office (Word, Excel, Outlook, Access) and office equipment efficiently.
- Maintain organized filing systems for personnel records, reports, and correspondence.
- Track time and attendance using GovTA; run daily reports and assist with payroll.
- Prepare and distribute incoming/outgoing mail, including express delivery services.
- Compile and update reports, including those on prohibited items, vehicle logs, and post-inspection records.
- Database navigation and updates, including entering Prohibitive Items (items not allowed in federal facilities) reports into the Law Enforcement Information Management System. (LEIMS), STORM ( an FPS t ask tracking and case management system) or other designated system(s).
- Maintain the agency’s database and files for the Facility Security Assessments (FSA) program.
- Track and audit security equipment, vehicle maintenance, and supply inventories.
- Assist with Protective Security Officer (PSOs) vendor audits, post inspections, and covert testing logs.
- Support contract guard service documentation for new or emergency requests.
- Enter and update case numbers, post orders, and inspection data in FPS systems.
- Maintain a Desk Reference Guide and stay current on FPS procedures and tools.
- Minimum requirement: High School Diploma and one (1) year of experience.
- Desired experience: two (2) years’ experience.
- Proficiency in Microsoft Office, attention to detail, and the ability to manage numerous priorities independently are essential.
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