Federal Administrative & Records Specialist

The Gilchrist Law Firm, P.A.; Ashburn (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

The Gilchrist Law Firm, P.A. is not involved in this posting; the following opportunity is with the U.S. Department of Transportation, Federal Highway Administration, Eastern Federal Lands Highway Division.

We are seeking three experienced Administrative Support Specialists to provide daily administrative and operational support to assigned branch offices in Ashburn, VA. Responsibilities include preparing official documents, maintaining records, processing time and attendance, coordinating

Qualifications

• Three years of experience providing administrative support in a professional office environment.
• Experience preparing and proofreading professional correspondence, reports, and business documents.
• Experience maintaining records, tracking administrative actions, and coordinating calendars and meetings.
• Experience supporting timekeeping and/or purchase requisition tracking.

Responsibilities

• Prepare, edit, format, and proofread official documents and reports.
• Review documents for accuracy, grammar, formatting, and consistency with procedures.
• Maintain electronic and physical records and track correspondence.
• Process time and attendance records and coordinate corrections and approvals.
• Prepare and track purchase requisitions through PRISM.
• Maintain purchasing documentation and respond to requisition inquiries.
• Coordinate calendars, appointments, meetings, and conference calls.
• Prepare meeting materials, agendas, and notes.
• Assist with travel arrangements and related documentation.
• Answer calls, greet visitors, and provide receptionist coverage.
• Receive, sort, and distribute mail and packages.
• Maintain employee directories and office procedures.
• Provide coverage across branches to ensure continuity of operations.
• Handle sensitive information with discretion.

Skills

Administrative support

Proofreading

Recordkeeping

Calendar management

Tools

PRISM

Microsoft Office

Google Workspace

Job description

The Gilchrist Law Firm, P.A. is not involved in this posting; the following opportunity is with the U.S. Department of Transportation, Federal Highway Administration, Eastern Federal Lands Highway Division.

We are seeking three experienced Administrative Support Specialists to provide daily administrative and operational support to assigned branch offices in Ashburn, VA. Responsibilities include preparing official documents, maintaining records, processing time and attendance, coordinating