Administrative Assistant – Personnel Security (PERSEC)

ARMADA, Ltd.; Rockville (MD); On-site; USD 40,000 - 60,000; Full time

Job summary

ARMADA, Ltd. is seeking an organized and detail-oriented Administrative Assistant - Personnel Security to support the Department of Health and Human Services. This role involves coordinating office activities, maintaining records, and supporting personnel security operations in a fast-paced federal environment.

The right candidate will have a Bachelor's Degree (preferred) and at least five years of relevant experience. Strong communication skills and proficiency in Microsoft Office applications are essential for this role.

Qualifications

• Experience providing administrative support within a federal government or contractor environment.
• Experience supporting a Personnel Security or Human Resources office.
• Experience maintaining confidential records and handling Personally Identifiable Information (PII).

Responsibilities

• Provide general information and guidance in response to inquiries.
• Organize and coordinate program support activities.
• Establish and maintain confidential files and records.
• Prepare special reports under supervision.
• Manage calendars and schedule meetings.

Skills

Ability to work with Government leadership

Strong written and verbal communication skills

Ability to manage multiple priorities

Proficiency with Microsoft Office applications

Education

Bachelor's Degree preferred

Five years of relevant experience

Tools

Microsoft Office

Job description

Type: Full Time

Location: Rockville, MD (National Capital Region)

Overtime Exempt: No

Reports to: ARMADA HQ

Security Clearance Required: Tier 4 Public Trust

Actual place of performance is to be determined by the Government; however, work is anticipated to be performed within the National Capital Region (NCR).

ARMADA is seeking an organized and detail-oriented Administrative Assistant - Personnel Security (PERSEC) to support the Department of Health and Human Services (HHS), Program Support Center (PSC), Real Estate, Logistics, and Operations (RLO), Intake, Suitability, and Badging Services (ISBS). This position provides administrative support to the Personnel Security Program by coordinating office activities, maintaining records, responding to inquiries, preparing reports, scheduling meetings, and supporting personnel security operations in a fast-paced federal environment.

Duties & Responsibilities

• Administrative Assistant - Personnel Security (PERSEC) will provide general information and guidance in response to various ISBS inquiries.
• Organize, direct, and coordinate the planning and execution of program support activities.
• Collect and maintain work activity data and documentation such as survey data, time activities, user guides, training materials, and other performance data reports.
• Administrative Assistant - Personnel Security (PERSEC) will assist in responding to routine and non-routine inquiries using standard formats.
• Refer unusual or complex inquiries to supervisor.
• Establish and maintain confidential files and records.
• Under supervision, prepare special reports.
• Administrative Assistant - Personnel Security (PERSEC) will manage management calendars and schedule meetings, appointments, and staff meetings.
• Serve as liaison/coordinator for various projects.
• Oversee and closely track daily mail, email, and coordination of training for teams.
• Administrative Assistant - Personnel Security (PERSEC) will oversee and assist with day-to-day administrative functions in areas of logistics, office supplies, data gathering, and research information.
• Prepare memos, reports, charts, presentations, etc.
• Serve as point of contact for ISBS.
• Administrative Assistant - Personnel Security (PERSEC) will apply bilingual language skills (preferred but not required).
• Assure resources are briefed and have all documentation for meetings in advance.
• Serve as the liaison and coordinator for administrative functions and inquiries.
• Administrative Assistant - Personnel Security (PERSEC) will serve as point of contact and coordination for ISBS document throughout the directorates, Equal Employment Opportunity (EEO), and Freedom of Information Act (FOIA) offices on incoming and outgoing correspondence, directives, and congressional and FOIA inquiries.
• Set-up and coordinate with contractors to provide training across ISBS and assist Program staff with training as needed.
• Administrative Assistant - Personnel Security (PERSEC) will function as the property custodial officer for the ISBS immediate office.
• Provide general information and guidance in response to various inquiries from PSC, other federal agencies, and the public.
• Administrative Assistant - Personnel Security (PERSEC) will respond to or redirect twenty-five (25) or more inquiries per day to the appropriate office for response.
• Other duties as assigned.

Knowledge, Skills and Abilities (KSAs)

• Ability to work effectively with Government leadership, technical personnel, and contractor staff.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications.

Minimum Education/Experience

• Bachelor's Degree preferred, not required.
• Five (5) years of relevant experience managing programs and/or projects.

Preferred Experience

• Experience providing administrative support within a federal government or government contractor environment.
• Experience supporting a Personnel Security or Human Resources office.
• Experience maintaining confidential records and handling Personally Identifiable Information (PII).
• Experience coordinating meetings, calendars, and training activities.
• Experience preparing reports, presentations, correspondence, and briefing materials.
• Experience supporting EEO, FOIA, or other administrative correspondence processes.
• Experience tracking office supplies, logistics, and property accountability.
• Experience providing exceptional customer service while managing multiple priorities.
• Bilingual language skills.

To apply, visit our careers page at www.armadausa.com.

ARMADA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. ARMADA complies with applicable state and local laws governing non‑discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Must be able to successfully pass a background check, and pre‑employment drug testing. Job offers are contingent upon results of background check and drug testing.