Administrative Assistant

Des Moines, IA
Full Time
Mid Level
Company Overview:
Old Dominion Strategies (ODS) is a professional services firm supporting the U.S. Department of Homeland Security and its components through mission-focused program management, administrative, and technical services. Since 2019, ODS has partnered with the Federal Protective Service (FPS) nationwide, delivering reliable, efficient, and responsive support to advance FPS’s mission to protect federal facilities, personnel, and visitors. 
Job Summary:
The Administrative Assistant provides comprehensive clerical and administrative support to FPS Region 6—including the Regional Office and field offices in Kansas City, St. Louis, and Des Moines. The position supports the Protective Security, Resource Management, and Project Management branches by performing day-to-day office operations, document preparation, meeting coordination, records management, and data entry in FPS systems.
Location: 210 Walnut Street, Des Moines, IA
Responsibilities/Duties:
  • Compose, type, and enter information into FPS databases, spreadsheets, and correspondence.
  • Prepare letters, reports, and official documents; copy, scan, and file records (electronic and hard copy).
  • Receive, sort, and distribute mail and correspondence; prepare outgoing mail including express shipments.
  • Schedule meetings, conference calls, and teleconferences; prepare agendas, take and distribute meeting minutes.
  • Maintain inventory of office supplies; initiate purchase requests and track deliveries.
  • Collect and report Government Owned Vehicle mileage and maintenance data.
  • Maintain shared drives and databases for Facility Security Assessments (FSAs), Facility Security Committee memoranda, and other FPS documentation.
  • Assemble and submit routine program and status reports at government-directed intervals.
  • Act as liaison with DHS Help Desk for IT, telephone, and service requests; open, track, and close tickets.
  • Track assigned 3155 case control numbers and ensure reports are completed and submitted for review.
  • Assist the FPS Security Management, Law Enforcement Security, and Protective Security Officer programs with data entry, spreadsheet maintenance, and inspection report processing.
  • Monitor HQ-assigned suspense items; collect and compile responses from District Commanders and Branch Chiefs.
  • Support FOIA tracking and documentation as directed.
  • Maintain calendars, conference room schedules, and key control logs.
  • Assist with timekeeping, payroll inputs, and travel coordination (GovTA).
  • Provide HR administrative support such as onboarding documentation and training record maintenance.
  • Perform duties in accordance with FPS policies, DHS standards, and quality expectations.
Qualifications:
  • Minimum of five (5) years of experience providing administrative or clerical support in a professional or federal environment.
  • Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), Microsoft Teams, Adobe Acrobat, and web browsers (Edge / Chrome).
  • Familiarity with federal systems such as LEIMS, GovTA, GSA Fleet, and IT Helpdesk preferred.
  • Strong written and verbal communication, organizational skills, and attention to detail.
  • Ability to manage multiple tasks independently with minimal supervision in a fast-paced environment.
  • Proven professionalism, discretion, and customer-service orientation.
  • Must be a U.S. citizen and able to obtain and maintain a DHS suitability determination and HSPD-12 PIV card.
  • Completion of DHS-required E-Verify and annual Privacy and Security Awareness Training.
Education/Certifications:
  • High School Diploma required; Associate’s or Bachelor’s degree preferred.
  • Relevant administrative or office management certifications desirable.
Benefits and Perks:
  • Medical / Vision and Dental Plans
  • Holiday and Personal Time Off Pay
  • 401K plan
  • Life Insurance
  • Education and Training Assistance Program (discussed during the on boarding process)
  • Incentive Plans and Referral Bonuses
  • Employee Assistance Programs
Old Dominion Strategies is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
 
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