Junior Administrative Support Specialist

Jobtailor; Phoenix (AZ); On-site; USD 52,000 - 78,000; Full time

Job summary

Jobtailor in United States (Phoenix) seeks an experienced Administrative Specialist to provide comprehensive support to DCSA Directorate leadership. Responsibilities include records management, onboarding, calendar/travel coordination, and preparing official correspondence.

You will handle time and attendance reporting, liaise with government agencies, and ensure secure handling of Classified and CUI information.

Qualifications

• Two or more years of relevant administrative or office support experience.
• Proficiency in English with strong written and verbal communication.
• Ability to draft and edit professional correspondence.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High school diploma or equivalent; Secret security clearance required.
• Successful completion of a pre-employment drug screen and random drug screens during employment.

Responsibilities

• Provide administrative, records management, and operational support to leadership.
• Establish and maintain electronic and hard copy files; prepare records for transfer or destruction.
• Assist with onboarding/offboarding, credential processing, roster maintenance, and employee support.
• Implement and communicate office policies, procedures, and requirements.
• Provide calendar management, travel coordination, and official correspondence for leadership.
• Prepare time-and-attendance reports using automated systems.
• Liaise with internal offices and external government agencies.
• Prepare reports, spreadsheets, presentations, and interagency communications.
• Manage data entry and controlled information in agency systems.
• Maintain task management systems, track actions, and remind leadership of deadlines.
• Coordinate conference room reservations and AV readiness.
• Maintain office supplies and equipment, reconcile invoices.
• Handle Classified and CUI securely; protect information and report incidents.
• Serve as regional/office point of contact for administrative queries.
• Identify data patterns and trends in available information sources.
• Follow management system policies, procedures, and work instructions.

Skills

Strong oral and written communication

Organizational skills

Attention to detail

Problem-solving skills

Interpersonal skills

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

• Provide comprehensive administrative, records management, and operational support to DCSA Directorate/Division leadership
• Establish and maintain electronic and hard copy files; prepare records for transfer or destruction according to DCSA manuals
• Assist with employee onboarding and offboarding, credential processing, roster maintenance, and employee support programs
• Implement and communicate office policies, procedures, and requirements
• Provide desk coverage, calendar management, travel coordination, and official correspondence preparation for Regional Mission Directors, Deputy RMDs, and Field Managers
• Prepare and process time-and-attendance reports using automated systems
• Liaise with internal DCSA offices and external government agencies
• Prepare reports, spreadsheets, presentations, correspondence, memoranda, newsletters, and interagency communications
• Manage data entry and controlled information in agency systems
• Maintain task management systems, track suspense actions, and remind leadership of deadlines
• Coordinate conference room reservations, equipment readiness, and audio/visual support
• Maintain office supplies, track inventories, oversee equipment upkeep, and reconcile invoices
• Secure, maintain, destroy, prepare, and transmit classified and Controlled Unclassified Information
• Serve as a regional or office point of contact for administrative queries, general inboxes, and tasking assignments
• Identify data patterns and trends in available information sources
• Follow management system policies, procedures, and work instructions
• Protect company and customer information and report incidents, nonconformities, or risks

Requirements

• At least two (2) years of relevant administrative or office support experience
• Strong oral and written communication skills
• Proficiency in English
• Ability to draft and edit professional correspondence
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• High school diploma or equivalent
• Secret security clearance
• Must successfully complete a pre-employment drug screen
• Subject to random drug screens throughout employment
• Must remain in a stationary position 75% of the time
• Frequently move standard office equipment up to 25 pounds
• Must be able to work indoor conditions 90% of the time
• Up to 10% local travel may be required

Core Competencies

Demonstrates strong administrative and operational support capabilities, including proficiency in Microsoft Office Suite and effective communication skills. Maintains compliance with security protocols and manages sensitive information while providing excellent support to leadership and team members.

Highest-signal resume keywords

• Microsoft Office Suite Proficiency
• Strong Oral And Written Communication Skills
• Secret Security Clearance
• Records Management
• Data Entry Management

ATS Optimization Keywords

Hard Skills

• Records Management
• Data Entry Management
• Time-And-Attendance Reporting
• Calendar Management
• Travel Coordination
• Office Policy Implementation
• Professional Correspondence Drafting
• Task Management
• Inventory Tracking
• Audio/Visual Support

Soft Skills

• Strong Communication Skills
• Organizational Skills
• Attention To Detail
• Problem-Solving Skills
• Interpersonal Skills

Certifications & Qualifications

• High School Diploma Or Equivalent
• Secret Security Clearance

Industry Keywords

• Administrative Support
• Operational Support
• Employee Onboarding
• Controlled Unclassified Information
• Interagency Communications
• Compliance
• Office Equipment Management
• Task Tracking
• Data Patterns Identification
• Incident Reporting