Administrative and Financial Support Specialist

One Federal Solution; Virginia; On-site; USD 65,000 - 90,000; Full time

Job summary

One Federal Solution is seeking an Administrative and Financial Support Specialist to provide administrative, financial, accounting, records management, inventory, and operational support to the DEA.

The individual will process financial and accounting documentation, maintain property and inventory records, prepare reports, manage electronic and hard-copy files, and assist with procurement and warehouse mail management activities.

Qualifications

• Must possess strong administrative and analytical skills and attention to detail.
• Experience supporting financial and program operations is preferred.

Responsibilities

• Provide comprehensive administrative support including data entry, drafting correspondence, and file management.

Skills

Organizational skills

Analytical skills

Problem-solving

Written communication

Verbal communication

Attention to detail

Multitasking

Independent work

Team collaboration

Customer service

Interpersonal skills

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office (Excel, Word, PowerPoint, Outlook)

Job description

One Federal Solution is seeking a detail-oriented and organized Administrative and Financial Support Specialist to provide administrative, financial, accounting, records management, inventory, and operational support to the Drug Enforcement Administration (DEA).

The individual will be responsible for supporting daily program operations, processing financial and accounting documentation, maintaining property and inventory records, preparing reports, managing electronic and hard-copy files, and assisting with procurement and warehouse mail management activities.

The ideal candidate will possess strong administrative and analytical skills, excellent attention to detail, and the ability to manage multiple assignments while maintaining accuracy, efficiency, and compliance with established procedures.

Key Responsibilities

• Provide comprehensive administrative support, including data entry, data configuration, drafting and editing correspondence, document duplication, and electronic and hard-copy file management.
• Analyze and process financial and accounting reports, deliverables, accounts payable, cost accruals, obligations, and disbursements.
• Review electronic and hard-copy records for accuracy, completeness, consistency, and data integrity.
• Analyze records and financial data to identify trends, patterns, discrepancies, and anomalies.
• Develop, maintain, and update spreadsheets, databases, tracking tools, reports, and presentations using Microsoft Office applications.
• Assist with scheduling, coordinating, and preparing program activities, organizational meetings, working groups, and briefings.
• Perform general office support functions, including answering telephones, distributing mail, maintaining calendars, data entry, document scanning, and coordinating meetings and conference rooms.
• Configure and maintain Excel spreadsheets and databases tracking movable property, capitalized and non-capitalized assets, vehicles, portable electronic devices, office supplies, and first-class mail.
• Manage, organize, track, validate, and report property, equipment, supply, and financial information.
• Maintain spreadsheets tracking financial obligations, accounts payable, receivables, and disbursements.
• Monitor the preparation, submission, and delivery status of financial and program-related deliverables.
• Review procedures to ensure all required documentation is completed and submitted for equipment, property, supplies, and first-class mail transactions.
• Conduct research and data collection to locate missing information, resolve discrepancies, and maintain accurate records.
• Receive and inspect equipment, affix inventory barcodes, and generate and maintain inventory records.
• Provide customer service and administrative support to DEA stakeholders, responding to inquiries and assisting with operational requests.
• Process information using various word processing and Microsoft Office applications.
• Support the DEA Warehouse Mail Management Program through reporting, tracking, data analysis, coordination, and training activities.
• Assist with maintaining employee profiles and managing the inventory of supplies and equipment within IRMS (Warehouse Supply Management System).
• Assist with preparing, organizing, and compiling acquisition and procurement packages.
• Prepare letters, files, forms, reports, and other requested documentation accurately and within established deadlines.
• Communicate with appropriate personnel to obtain, verify, and clarify necessary information.
• Provide administrative, legal, and technical support as required.
• Oversee subordinate work efforts, identify operational problems and issues, and develop strategies for resolution.
• Perform additional administrative, financial, records management, and program support duties as assigned.

Minimum Qualifications

• Minimum of four (4) years of relevant professional experience.
• High school diploma or equivalent.
• Must have the ability to obtain and maintain a SECRET security clearance.

Relevant Experience

Relevant experience includes, but is not limited to:

• Efficient and accurate data entry and database management.
• Preparing, reviewing, and delivering reports and other documentation in support of assigned projects.
• Maintaining accurate electronic and hard-copy records.
• Performing administrative and operational support functions.
• Reviewing documentation for accuracy, completeness, and compliance with established procedures.
• Communicating effectively with internal personnel, customers, and stakeholders.
• Identifying data discrepancies and assisting with developing appropriate resolutions.
• Managing multiple assignments and meeting established deadlines.

Required Skills and Competencies

• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook.
• Strong organizational, analytical, and problem-solving abilities.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and collaboratively in a professional environment.
• Effective customer service and interpersonal skills.
• Ability to handle confidential information and maintain proper records.

About One Federal Solution

One Federal Solution (OFS) is a trusted professional services firm with over 20 years supporting federal Defense and Civilian agencies. We specialize in Acquisition and Procurement Support, Business Intelligence, Program Management, and a variety of mission-critical services. As a certified Service-Disabled Veteran-Owned Small Business (SDVOSB), OFS is committed to delivering high-performing professionals who support and enhance our government partners' missions.