Administrative Specialist

U.S. Federal Solutions, Inc. (USFS) is a management consulting firm with offices and staff in the DC metro area. USFS offers competitive salaries and the full suite of employer-paid benefits including a 401k Plan with employer-matching contributions. USFS was founded in 2010 and provides strategic planning, performance management, program management, and administrative support services to federal and state governments.Position Overview:We are seeking an Administrative Specialist to provide administrative support to our the US Navy in Washington, DC.US Federal Solutions (USFS) Location: Washington Navy Yard, Washington, DC Client: Department of the Navy, Strategic Systems Programs (SSP) Employment Type: Full-Time | On-Site Security Clearance: Secret Clearance RequiredAbout US Federal SolutionsUS Federal Solutions (USFS) is an ISO 9001-certified management consulting firm providing acquisition management, financial management, program management, and data analytics support to federal and state government agencies. Founded in 2010 and headquartered in the National Capital Region, USFS employs experienced professionals dedicated to delivering high-quality solutions that support critical government missionsAt USFS, we value professionalism, collaboration, accountability, and a commitment to excellence. Our employees work directly with federal clients, providing meaningful support to programs that advance national security and operational effectivenessWhy Join US Federal Solutions?At USFS, you will have the opportunity to make a meaningful contribution to a mission of national importance while working alongside experienced professionals who value collaboration, integrity, and exceptional client service.As an Office Manager supporting Navy Strategic Systems Programs, you will be an integral part of the team responsible for keeping critical administrative and operational functions running smoothly.What You Can Expect:Meaningful work supporting the Department of the Navy and its strategic deterrence missionDirect interaction with experienced government professionals, senior leadership, and technical program teamsA collaborative environment that values initiative, accountability, and professional developmentAn opportunity to apply your organizational and administrative expertise in support of high-priority national security programsThe stability and professional opportunities associated with supporting long-term federal government programsPosition OverviewUS Federal Solutions is seeking an experienced, highly organized, and proactive Office Manager to support the Department of the Navy's Strategic Systems Programs (SSP) at the Washington Navy Yard in Washington, DCThis position offers an opportunity to support one of the Navy's most critical national security organizations, which is responsible for the development, production, and lifecycle support of sea-based strategic deterrence systemsThe successful candidate will provide comprehensive administrative, operational, and office management support to SSP leadership and technical branches. This individual will play an essential role in ensuring daily operations run efficiently by coordinating schedules, managing official correspondence and records, organizing meetings, tracking important assignments, and facilitating communication across organizational teamsWe are looking for a detail-oriented professional who demonstrates sound judgment, takes initiative, works independently, and thrives in a fast-paced environment supporting senior government personnelKey ResponsibilitiesOffice Management and Administrative SupportManage daily administrative operations to ensure efficient and uninterrupted support to assigned SSP offices and technical branchesPrepare, review, format, and process official Navy correspondence, memoranda, reports, presentations, and other business documents in accordance with established Navy policies and proceduresMaintain organized electronic and physical filing systems, ensuring compliance with Navy records management and document retention requirementsCoordinate official government travel arrangements using the Defense Travel System (DTS) in accordance with applicable travel regulations and SSP policiesProcess incoming and outgoing correspondence, manage office communications, and maintain accurate administrative recordsCoordinate office supply requests, maintain organizational contact lists, and support general office operational requirementsExecutive Scheduling and Meeting CoordinationManage complex calendars, appointments, and scheduling priorities for assigned leadership and organizational personnelCoordinate meetings, conferences, briefings, and video teleconferences (VTCs), including scheduling facilities, preparing agendas, and organizing supporting materialsAttend meetings, prepare accurate meeting minutes, document decisions, and distribute relevant information to stakeholdersTrack meeting action items, follow up with responsible personnel, and ensure assignments are completed within established deadlinesAssist in planning and coordinating high-priority meetings and organizational events involving government leadership and technical personnelTask Management and Organizational CoordinationTrack and prioritize administrative assignments, projects, deadlines, and deliverables to ensure timely completionMaintain organizational calendars and tracking mechanisms to monitor important activities, milestones, and suspense datesFacilitate communication and coordination among SSP leadership, technical branches, and administrative personnelIdentify administrative inefficiencies and recommend practical improvements to support office productivity and workflow managementExercise independent judgment to resolve scheduling conflicts, administrative challenges, and competing prioritiesCorrespondence, Reporting, and Records ManagementDraft and edit technical and administrative correspondence, reports, briefing materials, and presentations for government leadershipGather, organize, and synthesize information from multiple sources to support management decision-makingCoordinate responses to internal and external inquiries, ensuring accurate and timely communicationMaintain official records using SSP-approved records management systems and established document control proceduresSupport the preparation and distribution of leadership briefings, meeting materials, and program documentationSecurity and Compliance SupportHandle sensitive information in accordance with Department of Defense, Department of the Navy, and SSP security requirementsSupport security-related administrative activities, including visitor coordination, security documentation, and authorized personnel escort dutiesEnsure administrative activities comply with applicable cybersecurity, information assurance, and records management requirementsFor assignments supporting the SSP Security Office, utilize the Defense Information System for Security (DISS) to manage security information and coordinate visit requestsComplete required SSP training in DTS, Navy Correspondence, Records Management, SSP Mail and Records Tracking System (SMARTS), and SSP Enterprise Archive System (SEAS)Work Location and ScheduleThis position is based at SSP Headquarters at the Washington Navy Yard in Washington, DC. The position requires full-time support, 40 hours per week, Monday through Friday. Specific work schedules may vary according to assigned branch requirements.Telework may be authorized subject to government approval and mission requirements.Equal Employment OpportunityUS Federal Solutions is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.RequirementsRequired QualificationsAssociate degree or equivalent educationMinimum of four (4) years of professional administrative support or office management experiencePrevious experience supporting an office, senior executive, or Senior Executive Service (SES) personnelActive Secret clearance REQUIREDU.S. citizenship requiredProficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and OutlookDemonstrated experience managing calendars, scheduling meetings, preparing correspondence, and maintaining official recordsStrong organizational skills with the ability to manage multiple priorities, competing deadlines, and high-visibility assignmentsExcellent written and verbal communication skills, including the ability to prepare professional correspondence and communicate with senior leadershipDemonstrated ability to exercise independent judgment, maintain confidentiality, and resolve administrative issues with minimal supervisionAbility to work independently and collaboratively in a professional government office environmentPreferred QualificationsBachelor's degree in Business Administration, Management, or a related disciplinePrevious administrative or office management experience supporting the Department of Defense, Department of the Navy, or another federal agencyExperience supporting senior military officers, Senior Executive Service personnel, or senior government leadershipFamiliarity with the Defense Travel System (DTS), Navy correspondence standards, and federal records management requirementsExperience using government document management, correspondence tracking, and administrative workflow systemsFamiliarity with SSP systems, including SMARTS and SEASExperience coordinating meetings, preparing executive-level briefings, and managing complex administrative assignments in a secure government environmentBenefitsEmployer-provided paid Medical / Dental / Vision insuranceEmployer matching 401K planPTO11 Federal HolidaysAdditionally voluntary benefits to include Short / Long Term Disability, Term Life, and AD&D Insurance