Administrative Support Specialist / Asset (IT / Inventory) Management

Job Title: Administrative Support Services
Location: Galveston, TX
Clearance Required: Must be able to pass a background check and obtain a Public Trust clearance
Salary: $43K-46K / Based on Years of Experience
Application Deadline: October 31, 2025

To apply, please follow these steps:

• Visit IBSSCORP CAREER PAGE
• Select the position you are interested in
• Review the job details, then click Apply Now
• Complete and submit your application

Description :
IBSS is seeking a Full-Time Administrative Support Specialist to support general administrative functions at NOAA facilities, including but not limited to Clerical Duties, Timesheets, Reception, Property Management, Travel arrangements, and Administrative Updates to the Website.

Key Responsibilities:
Clerical & Office Support

• Perform office automation and clerical functions, including word processing, database entry, record keeping, and spreadsheet management.
• Handle mail distribution, prepare shipping labels, manage files, scan and copy documents, and maintain office supply inventory.
• Provide general office support to ensure smooth daily operations.

Reception & Visitor Services

• Greet and screen visitors, verify identification, issue badges, and maintain visitor logs.
• Answer and route calls through the front desk phone line, ensuring professional communication with staff and visitors.

Travel Coordination

• Prepare travel authorizations, process vouchers, and assist staff with domestic and international travel arrangements using E2 Solutions or Concur.
• Track and monitor travel records, ensure timely voucher submissions, and support travel reporting requirements.

Administrative & Management Support

• Support the Laboratory Director, Administrative Officer, and managers with scheduling, calendar management, meetings, and events.
• Assist with property inventories, safety self-inspections, permit management, and coordination of special projects and correspondence.

Outreach Coordination

• Assist in organizing and coordinating outreach activities.
• Communicate with the public, confirm reservations, coordinate volunteer tour guides, and manage conference room scheduling.

Website & Communications Support (Basic Updates)

• Provide administrative updates to the Laboratory website and internal Google sites by posting documents, links, and other media.
• Use content management systems and quality assurance tools to ensure accuracy and accessibility of posted content.

Provide property management services

• Work with the Property Custodians to maintain the regional personal property inventory.
• Assist in the accountability of sensitive electronic and IT equipment within the Sunflower asset management system or similar database-driven inventory system.
• Provide property contact assistance in the maintenance of current custodial records for all regional accountable personal property.
• Assist in the submission of appropriate reports for lost, missing, stolen, destroyed, damaged, and/or rendered unserviceable accountable property.
• Oversee property lifecycle management as it pertains to asset creation, assignments, annual inventories, and employee separation clearance process by ensuring that all assigned property has been accounted for.
• Respond to property correspondence from custodian and contacts on information requests in a professional and expedient manner.

Required Skills /Education/ Certifications & Qualifications:

• Education: BS/BA degree (or equivalent experience)
• Experience: 5 years of experience in related area
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Proficiency with property management systems such as Sunflower or similar system
• Proficiency with Federal travel systems such as E2 or Concur
• Proficiency with Federal timekeeping/payroll system such as GovTA or similar system
• Experience using quality assurance tools such as SiteImprove to monitor and improve website content (e.g., fixing broken links, correcting misspellings, ensuring media files are current)
• Demonstrated ability to track and monitor program correspondence and documentation, ensuring accuracy, compliance, and timely follow-up with established procedures
• Working experience of applicable web-based financial systems and databases.
• Knowledge of financial/administrative management; skills to interpret applicable policies/guidelines.

About IBSS Corp.

Since 1992, IBSS, a woman-owned small business, has provided transformational consulting services to the Federal defense, civilian, and commercial sectors. Our services include cybersecurity and enterprise information technology, environmental science and engineering (including oceans, coasts, climate, and weather), and professional management services.

Our approach is to serve our employees by investing in their growth and development. As a result, our employees bring greater capabilities and provide exceptional service to our clients. In addition to creating career development opportunities for our employees, IBSS is passionate about giving back to the community and serving the environment. We strive to leave something better behind for the next generation.

We measure our success by the positive impact we have on our employees, clients, partners, and the communities we serve. Our tagline, Powered by Excellence, is a recognition of the employees that make up IBSS and ensures we deliver results with quality, applying industry best practices and certifications.

IBSS offers a competitive benefits package that includes medical, dental, vision, and prescription drug coverage with a company-paid deductible, paid time off, federal holidays, a matching 401K plan, tuition/professional development reimbursement, and Flex-Spending (FSA)/Dependent Care Account (DCA) options.

IBSS is an affirmative action and equal opportunity employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Click to see that the EEO is the law. Please direct any inquiries to the HR Department email at

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to the Talent Acquisition department at