Administrative Services Specialist II

Terrestris Global Solutions; Ashburn (VA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Terrestris is seeking an Administrative Services Specialist II to support the U.S. Department of Transportation’s FHWA/EFLHD in Ashburn, VA.

You will join a small team responsible for correspondence, records, scheduling, travel, time and attendance, and procurement in a hybrid setting. The role supports ~25–50 personnel across a branch office, with a February 1, 2027 start and a 1-year base plus four 1-year option periods.

Qualifications

• DOT personnel preprocessing and Information Security System Awareness training completion.
• Background investigation including National Agency Check with Inquiries and fingerprinting for a PIV credential eligibility.
• Authorization to permanently work in the United States without sponsorship.
• Knowledge of standard office hardware and software (Word/Excel/PowerPoint/Outlook/Teams/SharePoint/Edge) and Google Workspace plus Government systems like P6 Primavera, ESC PRISM, E2 Travel, and Zoom.

Responsibilities

• Prepare, edit, format, route, track, and maintain official correspondence, memoranda, reports, and presentations (approx. 500–1,000 documents per year).
• Manage official email inboxes and review correspondence for accuracy and formatting.
• Provide receptionist and telephone support, receive and distribute mail, and support visitor pickup and escort as directed.
• Coordinate meetings, conferences, and webinars, including agendas, scheduling, room reservations, materials, and minutes.
• Maintain calendars and schedules, and coordinate travel for the Division Director (reservations, authorizations, advances, vouchers, itineraries in E2 Travel).
• Process time-and-attendance actions in Castle and P6 Primavera; prepare, track, and amend purchase requisitions in PRISM.
• Provide records management support (filing, scanning, shredding, safeguarding records) and update branch desk procedures.
• Cover for teammates during absences and support other administrative tasks as directed.

Skills

Attention to detail

Written and verbal communication

Time management

Independent and collaborative work

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

SharePoint

Edge

Google Workspace

Chrome

P6 Primavera

ESC PRISM

E2 Travel

Zoom

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 Administrative Services Specialist II professionals to support the U.S. Department of Transportation (DOT), Federal Highway Administration (FHWA), Eastern Federal Lands Highway Division (EFLHD) Administrative Support Services contract in Ashburn, VA. This three-person team keeps EFLHD’s branch offices running smoothly by handling correspondence, records, scheduling, travel, time and attendance, and purchase requisitions. This is a full-time, hybrid position based at 22001 Loudoun County Parkway, Building E2, Suite 300, Ashburn, VA, working Monday–Friday, 7:00 a.m.–4:00 p.m. with a 30-minute lunch.

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 Services Specialist II at Terrestris do?

The Administrative Services Specialist II will be assigned to a specific EFLHD branch office serving approximately 25–50+ personnel, while working collaboratively across the three-person team to keep operations covered throughout the Division. The anticipated start date is February 1, 2027, with a one-year base period and four one-year option periods that may extend performance through January 31, 2032. This position is contingent upon contract award.

What does a typical day look like for Administrative Services Specialist II?

You will:

• Prepare, edit, format, route, track, and maintain official correspondence, memoranda, reports, presentations, and other documents (approximately 500–1,000 documents per year);
• Manage official email inboxes and review correspondence for accuracy, completeness, grammar, formatting, and conformance with organizational requirements;
• Provide receptionist and telephone support, receive and distribute mail and packages, and support visitor pickup and escort as directed;
• Coordinate meetings, conferences, and webinars, including agendas, scheduling, room reservations, materials, and minutes;
• Maintain calendars and schedules, and coordinate travel for the Division Director, including reservations, authorizations, advances, vouchers, and itineraries in E2 Travel;
• Process time-and-attendance actions in Castle and P6 Primavera, prepare, track, and amend purchase requisitions in PRISM;
• Provide records management support, including filing, scanning, shredding, and safeguarding electronic and hard-copy records, and keep branch desk procedures up to date; and
• Cover for teammates during absences and support other in-scope administrative tasks as directed by the TOCOR or Alternate TOCOR.

What qualifications do you look for?

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

• The ability to complete DOT personnel preprocessing, Information Security System Awareness training, and a low risk/non-sensitive background investigation (including a National Agency Check with Inquiries and fingerprinting), and eligibility for a Personal Identity Verification (PIV) credential.
• Authorization to permanently work in the United States without sponsorship.
• Demonstrated knowledge of standard office hardware and software, including:
  • o Microsoft Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and Edge.
  • o Google Workspace (Docs, Sheets, Slides, Meet, Chat) and Chrome.
  • o P6 Primavera, ESC PRISM, E2 Travel, and Zoom, or the ability to learn Government systems quickly.
• Strong written and oral communication skills, attention to detail, professionalism, sound judgment, and the ability to prioritize competing requirements in a fast-paced environment.
• The ability to work independently and collaboratively as part of a cross-functional team.
• A track record of producing accurate, high-quality work on deadlines and maintaining professional relationships with Government personnel, colleagues, and stakeholders.

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.

DILBERT © 2018 Scott Adams. Used By permission of ANDREWS MCMEEL SYNDICATION. All rights reserved.