Administrative Assistant

Terrestris Global Solutions; Washington (District of Columbia); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health benefits

Financial benefits

Retirement benefits

Paid leave

Professional development

Tuition assistance

Work-life programs

Job summary

Terrestris Global Solutions in Washington, DC seeks an Administrative Assistant to support the US Capitol Police IRMD program. This full-time role provides administrative, timekeeping, personnel, access, inventory, and records management support, with a two-month on-site acclimation and up to three days of telework.

Responsibilities include maintaining time and attendance records, processing access requests, managing division personnel data, scanning to SharePoint or MS Teams, coordinating

Qualifications

• 1–2 years of general administrative support experience.
• Proficiency with MS Office (Excel, Outlook, Word, PowerPoint).
• Ability to obtain USCP criminal history check and badge.

Responsibilities

• Serve as timekeeper for approximately 30 Federal staff using USCP timekeeping system; maintain time & attendance records.
• Process physical door access/entry requests to support Security Managers per policy.
• Maintain up-to-date Division Personnel information (org chart, phone list, emergency contacts).
• Scan and upload materials into SharePoint and/or MS Teams folders.
• Coordinate leadership requests (reserve conference rooms, format PowerPoint slides).
• Track IT equipment assignments for ~12 contractors.
• Monitor and manage office supply inventory; prepare quarterly supply orders.
• Fulfill printing requests (business cards, glossy materials).
• Perform front desk duties: mail handling, filing, photocopies; other admin tasks.

Skills

Administrative support

MS Office proficiency (Excel/Word/Out​

Customer service

Time management

Attention to detail

Education

High school diploma or equivalent

Tools

MS Office Suite

SharePoint

MS Teams

Infor Workforce Management

Job description

Are you looking for a Challenge?

Looking for an innovative organization and the opportunity to learn and grow professionally? We can help! We are seeking an Administrative Assistant, for the US Capitol Police (USCP) Information Resource Management Division (IRMD) Support program. This project will provide project management, business, administrative, and records management support for the USCP’s Office of Information Services (OIS), primarily supporting the IRMD. This is a full-time position based in Washington, DC, supporting USCP onsite a minimum of two days per week, with up to three days of telework after an initial two-month full-onsite acclimation period. Normal working hours are 8:00 AM to 5:00 PM, Monday through Friday.

I’ve never heard of Terrestris. What do you do?

At Terrestris, we leverage technology to create better mission outcomes through better human performance. We form strong client and team relationships through transparency and strive to create an environment where our team can let their excellence shine through. By finding, developing, and incorporating new ideas, we provide memorable services. Rooted in the USMC values of honor, courage, and commitment, Terrestris seeks to deliver extraordinary value to the American people by helping the Government become more efficient and effective.

So, what will the Administrative Assistant at Terrestris do?

The Administrative Assistant will be a full-time position supporting the USCP IRMD Support contract, providing administrative, timekeeping, personnel, access, inventory, document, and office support services. This position is contingent upon contract award.

What does a typical day look like for an Administrative Assistant?

You will:

• Serve as timekeeper for approximately 30 Federal employee staff using USCP’s current timekeeping system (Infor Workforce Management) Workbrain, to ensure all timecards are received, verified and have all required information. Maintain track and file time & attendance (T&A) records. for future retrieval.
• Process physical door access/entry requests to support OIS’ Security Managers in tracking and revising (in accordance with USCP’s Security Service Bureau (SSB) policies).
• Collect and maintain up-to-date Division Personnel information, on office documents. Most notable documents are OIS’ organizational chart, office phone list and emergency contact lists, etc.
• Assist with the following tasks:
  • Scanning and uploading materials into pre-created folders in SharePoint and/or MS Teams.
• Supporting occasional leadership administrative request inquiries (e.g.; reserve conference rooms, format PowerPoint slides, etc.).
• Supporting IRMD Associate Director with tracking IT equipment assignments of approximately 12 contractors.
• Monitoring and managing office supply inventory to maintain appropriate stock levels.
• Collecting, coordinating, and preparing quarterly office supply order requests in accordance with office requirements.
• Fulfilling printing requests (ex. business cards, glossy material)
• Performing basic front desk administrative duties: receiving and distributing mail, filing materials and making photocopies.
• Performing other administrative tasks as assigned.

What qualifications do you look for?

You might be the professional we’re looking for if you have:

• Ability to successfully complete a USCP criminal history check and fingerprinting process and qualify for a USCP identification/access badge is required.
• Authorization to permanently work in the United States without sponsorship.
• At least 1-2 years of experience providing general basic administrative support.
• Basic Proficiency using the MS Office suite of applications (Excel, Outlook, Word and PowerPoint).
• Quick learner on MS Visio, SharePoint and M365 (most notably Teams).
• Possess a strong attention to detail.
• Must possess and demonstrate good customer service skills.
• Proactive posture to seek information (remotely or in person) to be successful in any of the position duties and responsibilities.
• Flexibility in the approach to the delivery of work.
• Must be detail oriented, with good organization and time management skills.

What kind of benefits does Terrestris Offer?

We offer outstanding benefits including health, financial, and retirement benefits, as well as paid leave, professional development, tuition assistance, and work-life programs. Our award programs acknowledge employees for exceptional performance and superior demonstration of our service standards. Full-time and part-time employees working at least 20 hours a week on a regular basis are eligible to participate in our benefit programs. Other offerings may be provided for employees not within this category.

Terrestris is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. Applicants must be authorized to work in the U.S.