Administrative Specialist

U.S. Federal Solutions, Inc.; Florida; On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health insurance

401K with employer matching

PTO

Federal holidays

Disability & Life Insurance

Job summary

U.S. Federal Solutions, Inc. is seeking an experienced Office Manager to support the Department of the Navy's Strategic Systems Programs at Cape Canaveral, FL.

The role focuses on administrative operations, travel coordination, and confidential record handling to keep critical programs running smoothly. Ideal candidates hold an Associate degree or higher, 4+ years of admin experience, a Secret clearance, U.S.

Qualifications

• Associate degree or equivalent education.
• Four years of professional administrative support or office management experience.
• Experience supporting an office, senior executive, or SES personnel.
• Active Secret clearance and U.S. citizenship.
• Proficiency in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Manage daily administrative operations for SSP offices and branches.
• Draft and edit Navy correspondence, memoranda, and reports per Navy policies.
• Maintain organized electronic and physical filing systems for records retention.
• Coordinate travel using the Defense Travel System (DTS) per regulations.
• Manage calendars, schedule meetings, and prepare briefing materials.

Skills

Calendar management

Stakeholder communication

Office management

Independent judgment

Education

Associate degree or equivalent education

Bachelor's degree in Business Administration/Management

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

U.S. Federal Solutions, Inc. (USFS) is a management consulting firm with offices and staff in the DC metro area. USFS offers competitive salaries and the full suite of employer-paid benefits including a 401k Plan with employer-matching contributions. USFS was founded in 2010 and provides strategic planning, performance management, program management, and administrative support services to federal and state governments.

Position Overview:

We are seeking an Office Specialist to provide administrative support to our the US Navy in Cape Canaveral, FL.

• US Federal Solutions (USFS) Location: Cape Canaveral, FL Client: Department of the Navy, Strategic Systems Programs (SSP) Employment Type: Full-Time | On-Site Security Clearance: Secret Clearance Required
• About US Federal Solutions
• US Federal Solutions (USFS) is an ISO 9001-certified management consulting firm providing acquisition management, financial management, program management, and data analytics support to federal and state government agencies. Founded in 2010 and headquartered in the National Capital Region, USFS employs experienced professionals dedicated to delivering high-quality solutions that support critical government missions.
• At USFS, we value professionalism, collaboration, accountability, and a commitment to excellence. Our employees work directly with federal clients, providing meaningful support to programs that advance national security and operational effectiveness.

Why Join US Federal Solutions?

At USFS, you will have the opportunity to make a meaningful contribution to a mission of national importance while working alongside experienced professionals who value collaboration, integrity, and exceptional client service.

As an Office Manager supporting Navy Strategic Systems Programs, you will be an integral part of the team responsible for keeping critical administrative and operational functions running smoothly.

What You Can Expect:

• Meaningful work supporting the Department of the Navy and its strategic deterrence mission.
• Direct interaction with experienced government professionals, senior leadership, and technical program teams.
• A collaborative environment that values initiative, accountability, and professional development.
• An opportunity to apply your organizational and administrative expertise in support of high-priority national security programs.
• The stability and professional opportunities associated with supporting long-term federal government programs.

Position Overview

• US Federal Solutions is seeking an experienced, highly organized, and proactive Office Manager to support the Department of the Navy's Strategic Systems Programs (SSP) at the Washington Navy Yard in Washington, DC.
• This position offers an opportunity to support one of the Navy's most critical national security organizations, which is responsible for the development, production, and lifecycle support of sea-based strategic deterrence systems.
• The successful candidate will provide comprehensive administrative, operational, and office management support to SSP leadership and technical branches. This individual will play an essential role in ensuring daily operations run efficiently by coordinating schedules, managing official correspondence and records, organizing meetings, tracking important assignments, and facilitating communication across organizational teams.
• We are looking for a detail-oriented professional who demonstrates sound judgment, takes initiative, works independently, and thrives in a fast-paced environment supporting senior government personnel.
• Key Responsibilities
• Office Management and Administrative Support
• Manage daily administrative operations to ensure efficient and uninterrupted support to assigned SSP offices and technical branches.
• Prepare, review, format, and process official Navy correspondence, memoranda, reports, presentations, and other business documents in accordance with established Navy policies and procedures.
• Maintain organized electronic and physical filing systems, ensuring compliance with Navy records management and document retention requirements.
• Coordinate official government travel arrangements using the Defense Travel System (DTS) in accordance with applicable travel regulations and SSP policies.
• Process incoming and outgoing correspondence, manage office communications, and maintain accurate administrative records.
• Coordinate office supply requests, maintain organizational contact lists, and support general office operational requirements.
• Executive Scheduling and Meeting Coordination
• Manage complex calendars, appointments, and scheduling priorities for assigned leadership and organizational personnel.
• Coordinate meetings, conferences, briefings, and video teleconferences (VTCs), including scheduling facilities, preparing agendas, and organizing supporting materials.
• Attend meetings, prepare accurate meeting minutes, document decisions, and distribute relevant information to stakeholders.
• Track meeting action items, follow up with responsible personnel, and ensure assignments are completed within established deadlines.
• Assist in planning and coordinating high-priority meetings and organizational events involving government leadership and technical personnel.
• Task Management and Organizational Coordination
• Track and prioritize administrative assignments, projects, deadlines, and deliverables to ensure timely completion.
• Maintain organizational calendars and tracking mechanisms to monitor important activities, milestones, and suspense dates.
• Facilitate communication and coordination among SSP leadership, technical branches, and administrative personnel.
• Identify administrative inefficiencies and recommend practical improvements to support office productivity and workflow management.
• Exercise independent judgment to resolve scheduling conflicts, administrative challenges, and competing priorities.
• Correspondence, Reporting, and Records Management
• Draft and edit technical and administrative correspondence, reports, briefing materials, and presentations for government leadership.
• Gather, organize, and synthesize information from multiple sources to support management decision-making.
• Coordinate responses to internal and external inquiries, ensuring accurate and timely communication.
• Maintain official records using SSP-approved records management systems and established document control procedures.
• Support the preparation and distribution of leadership briefings, meeting materials, and program documentation.
• Security and Compliance Support
• Handle sensitive information in accordance with Department of Defense, Department of the Navy, and SSP security requirements.
• Support security-related administrative activities, including visitor coordination, security documentation, and authorized personnel escort duties.
• Ensure administrative activities comply with applicable cybersecurity, information assurance, and records management requirements.
• For assignments supporting the SSP Security Office, utilize the Defense Information System for Security (DISS) to manage security information and coordinate visit requests.
• Complete required SSP training in DTS, Navy Correspondence, Records Management, SSP Mail and Records Tracking System (SMARTS), and SSP Enterprise Archive System (SEAS).

Work Location and Schedule

This position is based at a Naval facility in Cape Canaveral, FL. The position requires full-time support, 40 hours per week, Monday through Friday. Specific work schedules may vary according to assigned branch requirements.

Telework may be authorized subject to government approval and mission requirements.

Equal Employment Opportunity

US Federal Solutions is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.

Required Qualifications

• Associate degree or equivalent education.
• Minimum of four (4) years of professional administrative support or office management experience.
• Previous experience supporting an office, senior executive, or Senior Executive Service (SES) personnel.
• Active Secret clearance REQUIRED
• U.S. citizenship required.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Demonstrated experience managing calendars, scheduling meetings, preparing correspondence, and maintaining official records.
• Strong organizational skills with the ability to manage multiple priorities, competing deadlines, and high-visibility assignments.
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence and communicate with senior leadership.
• Demonstrated ability to exercise independent judgment, maintain confidentiality, and resolve administrative issues with minimal supervision.
• Ability to work independently and collaboratively in a professional government office environment.

Preferred Qualifications

• Bachelor's degree in Business Administration, Management, or a related discipline.
• Previous administrative or office management experience supporting the Department of Defense, Department of the Navy, or another federal agency.
• Experience supporting senior military officers, Senior Executive Service personnel, or senior government leadership.
• Familiarity with the Defense Travel System (DTS), Navy correspondence standards, and federal records management requirements.
• Experience using government document management, correspondence tracking, and administrative workflow systems.
• Familiarity with SSP systems, including SMARTS and SEAS.
• Experience coordinating meetings, preparing executive-level briefings, and managing complex administrative assignments in a secure government environment.

• Employer-provided paid Medical / Dental / Vision insurance.
• Employer matching 401K plan.
• PTO
• 11 Federal Holidays
• Additionally voluntary benefits to include Short / Long Term Disability, Term Life, and AD&D Insurance.