Administrative Support Specialist

One Federal Solution · San Mateo

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One Federal Solution (OFS) is seeking an Administrative Support Specialist to join our team. The Administrative Support Specialist will provide crucial administrative and technical support to the Managers, Supervisors, and Leadership. The role involves assisting in a wide range of administrative tasks, including budget preparation, tracking personnel actions, managing correspondence, and supporting various meetings and events. The ideal candidate should possess excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Clearance Level – Active Secret Clearance Required to be considered for this role

Administrative Support Specialist Tasks and Duties:

• Assist the HR Manager, Supervisors, and Leadership with the in-and-out processing of civilian employees.
• Support the preparation of budget reports.
• Provide note-taking and administrative support for conferences and meetings.
• Prepare read-ahead materials and assist with logistical coordination for meetings and training conferences, including space, technical support, supplies, transportation, and other event needs.
• Issue and manage building badges, control identification badges, and keys for assigned personnel.
• Track selections from hiring events and assist with monitoring and entering information into agency task management systems or spreadsheets to track internal and external suspense actions.
• Maintain accurate tracking of workload, facility assignments, student activities, instructor assignments, and other related tasks.
• Assist in researching and ordering office supplies and basic materials.
• Manage and organize correspondence for assigned components.
• Support vehicle officer in maintaining office vehicles and driving government vehicles when required.
• Maintain and update travel and leave schedules for leadership.
• Answer phone messages and forward appropriate messages to relevant parties.
• Update and submit briefing slides for release approval when applicable.
• Organize and schedule regular Teams meetings for leadership and staff.
• Track and manage BI inventory, including equipment and vehicles.
• Update recruitment calendars, including the external website.
• Format and update the Recruitment and Retention Plan as needed.
• Assist in uploading resumes received from career fairs and by email to the applicant tracking system, managing a volume of 5 to 300 resumes depending on the event.
• Draft and send communication to candidates and applicants.
• Coordinate with event planners for the Summer Intern Recognition ceremony.
• Manage updates to the Director Awards webpage, create deliberation requirements, and order plaques/trophies. Work with the Public Affairs Office to plan the Director Awards Annual Ceremony.
• Schedule and support Executive Review Panels for filling Defense Intelligence Senior Executive Service and Defense Intelligence Senior Level vacancies.
• Review HCMO Policies for grammatical accuracy before preparing them for the Director's signature.

Administrative Support Specialist Qualifications and Requirements:

• High school diploma or equivalent.
• Two years of relevant administrative and technical support experience.
• Active Secret Clearance
• Strong oral and written communication skills, with a good command of the English language.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Strong organizational skills with the ability to prioritize and manage multiple tasks.
• Excellent attention to detail and ability to handle confidential information.

Preferred Skills:

• Experience working with budget preparation and travel-related reports.
• Experience in event planning and coordination.
• Familiarity with applicant tracking systems.
• Knowledge of government or defense-related processes and procedures is a plus.

About One Federal Solution:
One Federal Solution (OFS) is an innovative Professional Services provider with over 20 years of experience supporting Defense and Civilian agencies. OFS specializes in Business Intelligence, Acquisition and Procurement, and other Professional Services. We are pioneers, builders, thought leaders, and pride ourselves in thinking outside the box to co-create with our customers, helping them achieve excellent enterprise-wide outcomes. As a certified Service-Disabled Veteran-Owned Small Business (SDVOSB), OFS is committed to providing people who deliver high performance and excellence to our government partners.

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