Executive Administrative & Records Support Specialist

All Native Group, The Federal Services Division of Ho-Chunk Inc.; Phoenix (AZ); On-site; USD 42,000 - 45,000; Full time

Job summary

All Native Group, The Federal Services Division of Ho-Chunk Inc., seeks an Administrative Support Specialist to provide comprehensive administrative, records management, and operational support to DCSA leadership in Phoenix, AZ.

The role requires attention to detail, initiative, and the ability to manage multiple priorities in a fast-paced environment while maintaining compliance with DCSA and DoD policies.

Qualifications

• At least two (2) years of relevant administrative or office support experience.
• Strong oral and written communication skills.
• Proficiency in English, with ability to draft and edit professional correspondence.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Records & File Management: Establish and maintain electronic and hard copy files; prepare records for transfer or destruction in accordance with DCSA Manuals 00-04 Vol. 1 & 2.
• Personnel In/Out Processing: Assist with onboarding and offboarding employees, processing credentials, maintaining rosters, and coordinating with staff on employee support programs.
• Operational Policy Support: Apply critical thinking and research to implement and communicate office policies, procedures, and requirements.
• Executive & Directorate Support: Provide desk coverage, calendar management, travel coordination, and preparation of official correspondence for Regional Mission Directors (RMD), Deputy RMDs, and Field Managers.
• Time & Attendance: Prepare and process reports using automated systems; respond to routine requests for information and compliance requirements.
• Inter-Office Coordination: Liaise with internal DCSA offices and external government agencies; prepare reports, spreadsheets, and presentations; manage data entry and controlled information in agency systems.
• Action Tracking: Maintain task management systems, track suspense actions, and provide reminders to leadership on upcoming deadlines.
• Correspondence & Document Creation: Draft, proofread, and finalize reports, memoranda, interagency communications, newsletters, and presentations.
• Conference Room & Meeting Support: Coordinate room reservations, ensure equipment readiness, and arrange audio/visual support as needed.
• Supply & Office Management: Maintain office supplies, track inventories, oversee equipment upkeep, and reconcile invoices.
• Classified Material Handling: Maintain, secure, and oversee destruction of classified and Controlled Unclassified Information (CUI); prepare and transmit classified/unclassified packages in accordance with DCSA mail tracking procedures.
• Point of Contact Duties: Serve as a regional or office POC for administrative queries, general inboxes, and tasking assignments.
• Devise methods for identifying data patterns and trends in available information sources.
• Follow management system policies, procedures, and work instructions as part of daily job duties.
• Protect company and customer information by adhering to security and quality requirements.
• Promptly report incidents, nonconformities, or risks to the appropriate authority.

Skills

Communication skills

English proficiency

MS Office

Education

High school diploma

Tools

Microsoft Office

Job description

All Native Group, The Federal Services Division of Ho-Chunk Inc., seeks an Administrative Support Specialist to provide comprehensive administrative, records management, and operational support to DCSA leadership in Phoenix, AZ.

The role requires attention to detail, initiative, and the ability to manage multiple priorities in a fast-paced environment while maintaining compliance with DCSA and DoD policies.