Administrative Specialist I

Ardent Eagle Solutions; Gaithersburg (MD); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Medical/Dental/Vision Coverage

Matching 401(k) Plan

Continuing Education Assistance

Paid Time Off

Free parking for night shift

Job summary

Ardent Eagle Solutions seeks an Administrative Assistant in Gaithersburg, MD to provide on-site office support for the Office of Financial Management Systems. The role includes front desk duties, visitor handling, mail processing, meeting coordination, and document preparation.

Ideal candidates will have 1–4 years of relevant experience, strong MS Office skills, and a high school diploma. The position is 100% on site at the CBS Solutions Center in Gaithersburg.

Qualifications

• 1–4 years of experience with Windows and MS Office fundamentals.
• Proficient in Word, Excel and PowerPoint.
• Strong spelling, grammar, punctuation and capitalization.

Responsibilities

• Answers door and admits visitors per office procedures.
• Greet visitors and notify staff of arrival.
• Prepare visitor badges and record visit details.
• Escort visitors throughout the facility as needed.
• Handle mail preparation and mail sign-off (USPS/FedEx/UPS).
• Sort and distribute mail and messages; answer calls and route them as needed.
• Schedule meetings for OFMS staff and reserve conference rooms and vehicles.

Skills

45 wpm typing

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Windows OS

Effective communication

Education

High School Diploma

Tools

Commerce Learning Center Cornerstone on Demand

Job description

Clearance

Public Trust

Overview

The objective is to provide administrative support services to the Office of Financial Management Systems.

Background

Provide general office support services for Office of Financial Management Systems.

Responsibilities

Services provided with include, but not be limited to:

• Answers door and admits visitors in according to office procedures.
• Greets visitors and notifies appropriate staff of their arrival.
• Prepares visitor badges; records name, time of visit, and the reason for visit.
• Escorts visitors throughout facility as needed.
• Prepares outgoing mail (US Postal, Federal Express, United Parcel Service, and courier).
• Signs for mail delivered by couriers.
• Sorts and distributes mail, deliveries, and messages (phone and fax).
• Contacts building management regarding facility maintenance issues; notifies government staff of reported facility issues.
• Assists with the property surplus process.
• Assists with or prepares presentation and meeting materials.
• Types memoranda, correspondence, reports, and other documents.
• Files correspondence, memoranda, and other documents.
• Notifies appropriate staff of controlled correspondence, faxes, and important messages.
• Ensures there is a supply of sign-in/sign-out sheets at the front desk.
• Files sign-in sheets in appropriate binders daily.
• Arranges conference calls.
• Answers the telephone, provides information to callers, and routes calls to appropriate individuals.
• Places outgoing calls.
• Schedules meetings for OFMS staff, including managers.
• Reserves conference rooms and government vehicles for staff.
• Assists with conference room/training room rearrangement when needed for special events.
• Keeps the supply cabinet in copy room stocked and notifies government staff when supplies are low.
• Keeps the copy room stocked with paper.
• Adds paper to fax machines, copiers, and network printers.
• Makes copies of various materials; ensures collated items are in the correct order.
• Uses the fax machine; ensures there is a supply of fax cover sheets.
• Shreds paper; empties shredder bag when full/replace with new bag.
• Performs other duties pertinent to OFMS.

Qualifications

The Administrative Assistant shall have 1 to 4 years of knowledge of personnel computers, including Windows operating environment, knowledge of Microsoft applications, e.g. Word, Excel, PowerPoint, knowledge of spelling, grammar, punctuation, and capitalization, skills as a typist who can type 45 words per minute with a 95% accuracy rate. Although other general and within scope support duties may be assigned, the specific required tasks are as follows:

Skill Requirements:

• Proficient with the Department of Commerce’s Commerce Learning Center (CLC) Cornerstone on Demand product.

Education

High School Diploma

Location and Work Hours

This position is 100% on site.

Work will be performed at:

Commerce Business Systems (CBS) Solutions Center

209 Perry Parkway, Suite 5

Gaithersburg, MD, Maryland 20877

Compensation

Compensation will be discussed in greater detail with candidates who advance in the interview process, allowing for a comprehensive evaluation of qualifications and alignment with role requirements.

Compensation Disclaimer:Final compensation will be determined at the Company’s discretion based on a variety of factors, including but not limited to relevant experience, skills, education, internal equity, geographic location, and contract requirements. Not all candidates will be eligible for the upper end of the salary range.

Benefits and EEO

At Ardent Eagle Solutions, we offer a comprehensive benefits package to our employees and their families:

• Medical/Dental/Vision Coverage
• Matching 401(k) Plan
• Continuing Education Assistance
• Paid Time Off
• Free parking is available for the night shift Operations Watch Officers

This job description is intended to describe the general scope of work and level of work that is needed to perform while on task with Ardent Eagle Solutions. Other duties may be assigned. Selected candidates may undergo a government security investigation and must fulfill eligibility criteria for accessing classified information. US citizenship may be a prerequisite for certain roles.

Ardent Eagle Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to disability or protected veteran status.