The posting
TeleSolv Consulting is seeking a Secretary/Admin Assistant Level II to support a federal client in the Philadelphia, PA area. Please note, this is a fully onsite position. All candidates must be able to commute to the work location daily. There is no remote or hybrid option available for this role.
The Secretary II / Administrative Assistant provides comprehensive administrative support, records management, payroll support, reporting coordination, database maintenance, travel coordination, and program support services. The successful candidate will serve as a key liaison among staff, stakeholders, and Government personnel while ensuring the accuracy, timeliness, and integrity of administrative operations.
Key Responsibilities:
- Perform independent administrative and clerical support activities.
- Review, distribute, and manage incoming and outgoing correspondence and mail.
- Screen telephone calls and visitor requests and route inquiries appropriately.
- Organize, maintain, and update office files, records, handbooks, and manuals.
- Attend meetings, prepare meeting minutes, and track action items.
- Maintain automated tracking systems for program milestones, workload status, reports, funding accomplishments, and compliance activities.
- Conduct research and gather information from multiple electronic systems and databases.
- Prepare correspondence, memoranda, and reports.
- Serve as records custodian and manage inventory accountability processes.
- Coordinate Federal employee travel activities.
- Perform payroll support functions, including auditing timecards, data entry, reporting, and record maintenance.
- Coordinate workload, prohibited items, duty roster, and arrest reporting activities.
- Serve as a fleet management point of contact, reviewing mileage reports and maintenance requirements.
- Maintain program databases, consolidate reports, and track milestones.
- Support contractor oversight activities, training compliance tracking, certification monitoring, funding documentation, contract administration, and contract closeout activities.
- For Philadelphia Regional Office support, assist with HSPD-12/PIV Card issuance and enrollment workstation operations as required
Required Skills:
- Strong written and verbal communication skills in English.
- Excellent organizational, administrative, and records management capabilities.
- Data collection, analysis, and reporting experience.
- Ability to perform research and gather information from multiple systems and sources.
- Proficiency with Microsoft Office Suite products.
- Experience using modern office equipment such as scanners, copiers, and multifunction devices.
- Strong attention to detail and ability to work independently.
- Ability to maintain accurate records, databases, reports, and inventories.
Minimum Qualifications
- High school diploma required.
- Minimum of one (1) year of experience performing secretarial and administrative duties.
- Ability to communicate effectively in English, both orally and in writing.
- Proficiency in Microsoft Office Suite and contemporary office technologies.
Preferred Qualifications
- Two (2) years of clerical and administrative experience.
- Experience supporting a contractor serving a Department of Homeland Security component, particularly the Federal Protective Service.
- Knowledge of Government administrative procedures and systems.
- Working knowledge of payroll, travel, inventory, fleet management, financial, security, reporting, and contract administration systems.
- Working knowledge of Government regulations and directives.
