Administrative Assistant Job at U.S. Federal Solutions, Inc. in San Diego

Pay Range

$73,000.00/yr - $80,000.00/yr

Overview

The Administrative Assistant provides high-level administrative and clerical support to the Federal Protective Service (FPS) Region 9 District Commanders and Area Commanders. This position plays a central role in managing office operations, maintaining communication across FPS teams, and supporting the mission of protecting federal personnel and facilities. The ideal candidate is organized, detail-oriented, and able to handle multiple priorities in a fast-paced government environment.

Key Responsibilities

• Perform a full range of administrative and secretarial duties to support FPS District Commanders, including preparing correspondence, managing calendars, and maintaining personnel and operational files.
• Serve as the first point of contact for the office—greet visitors, answer and direct calls, and respond to emails and information requests from FPS personnel, customers, and the public in a professional and timely manner.
• Coordinate appointments, meetings, and teleconferences; prepare agendas, materials, and meeting minutes; and ensure meeting logistics are arranged.
• Manage office calendars for the District Commander and Area Commanders, prioritizing and routing matters appropriately.
• Maintain accurate records, reports, and filing systems—both electronic and hard copy—including timekeeping, personnel actions, and attendance tracking using systems such as GovTA.
• Support the preparation of budget reports and assist with data entry, documentation, and report generation across FPS databases and systems.
• Track and maintain security-related documentation, such as Facility Security Assessments (FSAs), Post Order tracking, Prohibited Items reports, and FPS notification lists.
• Maintain office supplies and inventory, coordinate vehicle mileage and maintenance reporting, and update equipment lists for FPS and partner agencies.
• Compile and submit recurring reports, spreadsheets, and updates, ensuring accuracy and timeliness.
• Assist with the preparation and submission of agency documentation related to security and contract guard services, ensuring compliance with FPS standards.
• Maintain access to and update FPS systems including LEIMS, PTS, and STORM databases; run routine reports and provide updates as required.
• Support operational and administrative initiatives, contributing to process improvements and overall mission readiness.

Requirements

Security Clearance

• US Citizenship
• Public Trust Preferred
• DHS Suitability Preferred

Qualifications

• 1 to 2 years experience supporting the Federal Government in an administrative capacity
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Access) and standard office equipment (printers, scanners, copiers).
• Strong written and verbal communication skills, with the ability to compose professional correspondence and handle sensitive information.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities, work independently, and interact effectively with all levels of staff.
• Prior experience supporting a federal agency or law enforcement organization preferred

Benefits

• Employer-provided paid Medical / Dental / Vision insurance
• Employer matching 401K plan
• PTO
• 11 Federal Holidays
• Additionally voluntary benefits to include Short / Long Term Disability, Term Life, and AD&D Insurance

Seniority Level

Associate

Employment Type

Full-time

Job Function

Human Resources

Industries

IT Services and IT Consulting