Administrative Assistant - Federal Support

The Gilchrist Law Firm, P.A.; Ashburn (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

The Gilchrist Law Firm, P.A. is not involved in this posting; the following opportunity is with the U.S. Department of Transportation, Federal Highway Administration, Eastern Federal Lands Highway Division.

We are seeking three experienced Administrative Support Specialists to provide daily administrative and operational support to assigned branch offices in Ashburn, VA. Responsibilities include preparing official documents, maintaining records, processing time and attendance, coordinating

Qualifications

• Three years of experience providing administrative support in a professional office environment.
• Experience preparing and proofreading professional correspondence, reports, and business documents.
• Experience maintaining records, tracking administrative actions, and coordinating calendars and meetings.
• Experience supporting timekeeping and/or purchase requisition tracking.

Responsibilities

• Prepare, edit, format, and proofread official documents and reports.
• Review documents for accuracy, grammar, formatting, and consistency with procedures.
• Maintain electronic and physical records and track correspondence.
• Process time and attendance records and coordinate corrections and approvals.
• Prepare and track purchase requisitions through PRISM.
• Maintain purchasing documentation and respond to requisition inquiries.
• Coordinate calendars, appointments, meetings, and conference calls.
• Prepare meeting materials, agendas, and notes.
• Assist with travel arrangements and related documentation.
• Answer calls, greet visitors, and provide receptionist coverage.
• Receive, sort, and distribute mail and packages.
• Maintain employee directories and office procedures.
• Provide coverage across branches to ensure continuity of operations.
• Handle sensitive information with discretion.

Skills

Administrative support

Proofreading

Recordkeeping

Calendar management

Tools

PRISM

Microsoft Office

Google Workspace

Job description

We are seeking three experienced Administrative Support Specialists to support the U.S. Department of Transportation, Federal Highway Administration (FHWA), Eastern Federal Lands Highway Division (EFLHD).

These positions provide daily administrative and operational support to assigned branch offices, while assisting other branches as needed. Responsibilities include preparing official documents, maintaining records, processing time and attendance, coordinating meetings and travel, and preparing and tracking purchase requisitions through PRISM.

The ideal candidate has experience managing multiple administrative responsibilities, communicating professionally, and producing accurate work with minimal supervision.

Key Responsibilities

• Prepare, edit, format, and proofread correspondence, reports, memoranda, presentations, and other official documents.
• Review documents for accuracy, completeness, grammar, formatting, and consistency with established procedures.
• Maintain electronic and physical records, track correspondence, and follow up on pending administrative actions.
• Process time and attendance records, identify discrepancies, and coordinate corrections and approvals.
• Prepare, process, update, and track purchase requisitions through PRISM.
• Maintain supporting purchasing documentation and respond to inquiries regarding requisition status.
• Coordinate calendars, appointments, meetings, and conference calls.
• Prepare meeting materials, agendas, and notes as requested.
• Assist with travel arrangements and related administrative documentation.
• Answer and route telephone calls, greet visitors, and provide receptionist coverage.
• Receive, sort, distribute, and track incoming and outgoing mail and packages.
• Maintain employee directories, contact lists, office procedures, and administrative reference materials.
• Provide coverage and workload assistance across branch offices to ensure continuity of operations.
• Handle sensitive information with discretion and follow applicable agency procedures.
• Perform other related administrative duties within the scope of the contract.

Required Qualifications

• At least three years of experience providing administrative support in a professional office environment.
• Demonstrated experience preparing and proofreading professional correspondence, reports, and other business documents.
• Experience maintaining records, tracking administrative actions, and coordinating calendars and meetings.
• Experience supporting time and attendance processing and/or purchase requisition tracking.
• Proficiency with office software used for word processing, spreadsheets, presentations, email, calendars, and document management.
• Strong organizational, communication, customer service, and proofreading skills.
• Ability to manage competing priorities, meet deadlines, and maintain accuracy.
• Ability to work independently and collaboratively while supporting multiple staff members or departments.
• Ability to learn and use PRISM and other agency administrative systems.
• Availability to work full-time on-site in Ashburn, Virginia.
• Ability to successfully complete required personnel security screening and background investigations.

Preferred Qualifications

• Administrative support experience with a federal agency or government contractor.
• Experience preparing and tracking purchase requisitions through PRISM or a comparable procurement system.
• Experience using federal timekeeping or travel management systems.
• Experience supporting multiple branches, departments, or teams.
• Proficiency in Microsoft Office and Google Workspace.