Administrative Assistant

Administrative Assistant

DHS- Federal Protective Services

Onsite/Boston, MA

Position Summary:

The Administrative Assistant provides high-level administrative and operational support to senior leadership within the Department of Homeland Security (DHS), Federal Protective Services (FPS) Region One. This role serves as a central point of contact, managing communications, coordinating office activities, and ensuring efficient daily operations across multiple divisions.

Position Responsibilities:

• Screens calls and visitors to the DHS/FPS Regional Offices for the Director (RD) and Deputy Regional Directors (DRD) Office; Chief, Missions Support Branch (CMSB); Chief Risk Management Branch (CRB); District Commanders (DC); Area Commanders (AC) as assigned; and the Chief, Threat Management Branch (CTMB) referring to staff members and forwarding to the divisions only those calls or visitors requiring the supervisors attention. Personally handles many requests for information.
• On visits made to the RD/DRD/CMSB/CRMB/DC/CTMB office by other agency officials, Central office officials, and other Regional Directors, assists them in placing telephone calls, receives visitors and performs other duties as requested by them.
• Provides timely and accurate responses to a variety of inquiries by helping the public identify and understand program services, information sources, and procedures for all divisions within the Federal Protective Services of the Department of Homeland Security Region One.
• Responds to inquiries by clarifying inquirers needs through questions and comments designed to develop necessary facts and by developing responses/solutions based on own knowledge of government and experience problem solving. Determines what divisions can best assist when additional help is necessary, contracting offices to discuss inquiries and develop answers. As appropriate, when all personal resources have been exhausted, locates experts in other regions' central offices to whom inquirers can be referred for supplemental assistance.
• Consults with division supervisors, deputy director, and/or divisional personnel to develop answers to specific inquires and to garner new information about FPS programs, procedures and responsibilities.
• Establishes and maintains records and files for control and flow of correspondence pertaining to all FPS matters. Distributes incoming mail to appropriate personnel at the Regional and remote FPS Offices.
• Creates, copies, edits, calculates, revises, retrieves, stores and prints a wide range of documents in final form (e.g. correspondence, reports, graphs, calendar, statistics, mailing labels, tables, etc.).
• Receives customer agency requests for additional services and edits required request form based on information received. Forwards completed request to appropriate individual to ensure requirements are met.
• Reviews, corrects and validates federal employee time and attendance as a designated Timekeeper in electronic timekeeping system. Coordinates with central Human Capital Office to effect corrections to federal employee leave and pay status. Maintains time and attendance records for all regional federal employees in accordance with records keeping policies and procedures. Tracks overtime usage for Budget Officer to ensure fiscal oversight of regional funds.
• Assists the Protective Security Officer Program Manager by receiving all requests for Temporary Additional Services and preparing submittal sheet for Contracting Officer's Technical Representative.
• Liaises with GSA and other government agencies to locate and schedule the use of joint training and conference rooms on an as needed basis in support of the senior staff.
• Liaises with the facility maintenance company for any FPS office space issues requiring technical service to include HVAC, telephone, and lighting needs.
• Manages the secure access control system for all FPS office spaces at the O'Neill Federal Building or Burlington Federal Building. Issues FOBs and PINs to those federal employees and visitors requiring access as needed and ensures access is removed for individuals who are no longer required.

• Bachelor's Degree OR 2 years of related experience
• Advanced knowledge and proficiency in Microsoft Office products
• Familiarity with financial systems
• Effective communication skills (both written and verbal) with the ability to prepare and make group/executive presentations
• Resourcefulness, initiative, and skill to function in a fast-paced environment
• Attention to detail in goal/task accomplishment with minimal supervision
• Professionalism and the ability to interact effectively with others
• Ability to meet planned and unscheduled deadlines in a timely manner
• Ability to communicate effectively, both orally and in writing

• Good vision is required in reading and typing documents and utilizing described office equipment.
• Presentation: shall be neat, clean and well groomed, with well-fitting, but not tight or revealing nor exceptionally loose-fitting, clothing. All contract employees shall dress at a minimum of Business Casual.

• US Citizenship
• All contract staff members will be required to undergo a background suitability clearance (HSPD12) by DHS Office of Professional Responsibility, prior to reporting to work and maintain this suitability clearance.