Administrative Assistant – Personnel Security (PERSEC) at ARMADA, Ltd. in Rockville, MD, USA

Job description

• ARMADA is seeking an organized and detail-oriented Administrative Assistant - Personnel Security (PERSEC) to support the Department of Health and Human Services (HHS), Program Support Center (PSC), Real Estate, Logistics, and Operations (RLO), Intake, Suitability, and Badging Services (ISBS). This position provides administrative support to the Personnel Security Program by coordinating office activities, maintaining records, responding to inquiries, preparing reports, scheduling meetings, and supporting personnel security operations in a fast-paced federal environment.

Responsibilities

• Administrative Assistant - Personnel Security (PERSEC) will provide general information and guidance in response to various ISBS inquiries.
• Organize, direct, and coordinate the planning and execution of program support activities.
• Collect and maintain work activity data and documentation such as survey data, time activities, user guides, training materials, and other performance data reports.
• Administrative Assistant - Personnel Security (PERSEC) will assist in responding to routine and non-routine inquiries using standard formats.
• Refer unusual or complex inquiries to supervisor.
• Establish and maintain confidential files and records.
• Under supervision, prepare special reports.
• Administrative Assistant - Personnel Security (PERSEC) will manage management calendars and schedule meetings, appointments, and staff meetings.
• Serve as liaison/coordinator for various projects.
• Oversee and closely track daily mail, email, and coordination of training for teams.
• Administrative Assistant - Personnel Security (PERSEC) will oversee and assist with day-to-day administrative functions in areas of logistics, office supplies, data gathering, and research information.
• Prepare memos, reports, charts, presentations, etc.
• Serve as point of contact for ISBS.
• Administrative Assistant - Personnel Security (PERSEC) will apply bilingual language skills (preferred but not required).
• Assure resources are briefed and have all documentation for meetings in advance.
• Serve as the liaison and coordinator for administrative functions and inquiries.
• Administrative Assistant - Personnel Security (PERSEC) will serve as point of contact and coordination for ISBS document throughout the directorates, Equal Employment Opportunity (EEO), and Freedom of Information Act (FOIA) offices on incoming and outgoing correspondence, directives, and congressional and FOIA inquiries.
• Set-up and coordinate with contractors to provide training across ISBS and assist Program staff with training as needed.
• Administrative Assistant - Personnel Security (PERSEC) will function as the property custodial officer for the ISBS immediate office.
• Provide general information and guidance in response to various inquiries from PSC, other federal agencies, and the public.
• Administrative Assistant - Personnel Security (PERSEC) will respond to or redirect twenty-five (25) or more inquiries per day to the appropriate office for response.
• Other duties as assigned.

Requirements

• Ability to work effectively with Government leadership, technical personnel, and contractor staff.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications.
• Bachelor's Degree preferred, not required.
• Five (5) years of relevant experience managing programs and/or projects
• Experience providing administrative support within a federal government or government contractor environment.
• Experience supporting a Personnel Security or Human Resources office.
• Experience maintaining confidential records and handling Personally Identifiable Information (PII).
• Experience coordinating meetings, calendars, and training activities.
• Experience preparing reports, presentations, correspondence, and briefing materials.
• Experience supporting EEO, FOIA, or other administrative correspondence processes.
• Experience tracking office supplies, logistics, and property accountability.
• Experience providing exceptional customer service while managing multiple priorities.
• Bilingual language skills.

Skills

Preferred

• Bilingual language skills