Hybrid Administrative Services Specialist II - DOT Support

Terrestris, LLC; 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

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.