Administrative Support Specialist

Role: Administrative Support Specialist
Work Location: 450 Golden Ave, San Francisco, CA 94102
Duration: 4 years
Agency: U.S. Department of Homeland Security (DHS), Federal Protective Service (FPS)

Objective: Support U.S. Department of Homeland Security (DHS), Federal Protective Service (FPS)

Job Responsibilities:
* Performs a full range of standard and nonstandard administrative and secretarial duties in support of an office.
* Provides administrative support performing a combination of various clerical and administrative duties requiring overall knowledge of FPS systems, policies and procedures.
* Maintain the staff reception office area, greet visitors, and direct them to the appropriate FPS staff personnel.
* Receive and respond to calls from customers, FPS personnel at all levels, and the general public regarding requests for information, building services, FPS services including Freedom of Information Act document gathering.
* Schedule appointments, make arrangements for interviews and meetings, and communicate meeting details, including times, participants, and locations, as directed by FPS management or staff.
* Compose routine correspondence.
* Answer all phone calls and email correspondence in a timely manner.
* Answer any questions in a professional manner and route them to the appropriate FPS personnel.
* Manage each District Office calendar schedule and is responsible for oversight of up to three calendars including one for the District Commander and two for Area Commanders.
* Independently determine which matters to handle personally and which ones to refer to other FPS management and personnel.
* Maintain personnel files and employee records.
* Set up meetings and teleconferences to support the district, which requires the scheduling and set up of conference rooms and arranging and disseminating information regarding meeting and teleconferences.
* Prepare materials for meetings and record meeting minutes.
* Design, organize and maintain filing system.
* Prepare information required for budget reports.
* Organize the flow of administrative and clerical work to ensure an appropriate and proper communication of important information between District Commander and Regional Staff, Area Commanders and other FPS personnel.
* File documents and correspondence pertaining to time and attendance, personnel actions, reports, awards and other memorandums and various reoccurring work files, as required.
* Maintain and assist in timekeeping through systems such as GovTA and run reports as required for time and attendance.
* Run daily attendance reports and provide to management.
* Maintain access to various databases in order to compile and provide information to government personnel.
* Prepare correspondence documentation and mailing labels by copying data from one record to another and file records accordingly in support of the District and PSO program.
* Receive, sort and distribute incoming mail; and shall prepare outgoing mail for delivery to include overnight express services and utilize on-line express mail service program.
* Collect and disseminate Government Owned Vehicle mileage and maintenance information on a monthly basis or as required to include auditing monthly vehicle operation reports.
* Maintain the District’s shared computer drive folders for completed Facility Security Assessments (FSA), access FSA databases for running reports, and Facility Security Committee memorandums.
* Maintain hard copies and electronic files as directed.
* Provide assistance in support of the FSA program, to include prelease assessments, guard inspection reports, and data base maintenance as required.
* Maintain inventory equipment lists for FPS and other agency provided security equipment and/or security systems that are in place within federal facilities.
* Perform routine review and update of this information monthly.
* Assemble and disseminate routine District reports such as the Prohibited Items Report and FPS notification lists.
* Update and submit these reports at a frequency determined by on-site FPS personnel.
* Track assigned 3155 case control numbers issued from the FPS Mega Center ensuring all reports have been completed and submitted.
* Direct all reports to the FPS field personnel for appropriate review and approval.
* Maintain electronic and hard copy files as directed by the FPS.
* Consolidate and update the biweekly and monthly Post Inspection spreadsheet for the Region and FPS Headquarters.
* Track PSO vendor audits and review for accuracy.
* Maintain District training files and provide information as requested.
* Assist FPS and other contract personnel in the maintenance, purchase and dissemination of routine supplies in support of the security and contract guard program.
* Conduct weekly inventories and provide status/amount of these supplies to FPS.
* Support and provide assistance on specific business, management, and/or operational issues.
* Enter Prohibited Items reports into the Law Enforcement Information Management System (LEIMS) or other designated system, on a weekly basis.
* Support the district by keeping a database of post orders to include due dates and post types.
* Assist the Security Management Branch (SMB) and Protective Security Operations Officer (PSOO) in the creation, preparation, and submission of required agency documentation for requesting specific contractual services including permanent, temporary, or emergency guard services, as well as security projects and repairs, in accordance with agency guidelines and standard operating procedures.
* Update Post Order tracking, Post Inspections, Post Visits and Covert Security testing spreadsheets by tracking and reporting weekly or as needed to the PSOO.
* Maintain database and track daily taskings from STORM database and provides timely updates as needed.
* Maintain a Desk Reference Guide for their particular position.
* Run Post Tracking System (PTS) reports, tracks post coverage and makes updates as needed to the PTS help desk.

Minimum Requirements:

• High School diploma and atleast 2 years’ experience
• Proficiency in Microsoft Office programs to include Word, Excel, Access, and Outlook email system, as well as scanners, printers and copiers.
• Requires accurate spelling, typing and attention to detail and shall have ability to compile and organize reports.
• Must be eligible for and maintain a Public Trust background clearance
• Previous DHS experience preferred

Benefits:

• Base salary based on job, experience and skill level.
• Health benefits include medical, dental, and vision plans.
• 401(k) with 4% company match.
• 10 days Paid time off (PTO), 7 days Sick Leave and 11 paid federal holidays.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Application Question(s):

• What is your work status: US Citizen, Permanent resident, H1B, OPT?
• What is your current security clearance Status?
• What is your expected annual salary?
• Please specify the number of years you have worked directly with DHS or other U.S. federal agencies?

Education:

• High school or equivalent (Required)

Location:

• San Francisco, CA 94102 (Required)

Work Location: In person

Salary : $55,000 - $65,000