Administrative Assistant

Boston, MA
Full Time
Mid Level
Administrative Assistant
Company Overview:
Subsidium, Inc. is a global provider of engineering, systems integration, technical, and programmatic services to both Government and Commercial entities. Subsidium provides mission critical services to Department of Defense (DoD) customers in CONUS, OCONUS, and forward deployed environments. Our customers demand the innovative, flexible, and mission focused approach that we deliver. Subsidium is dedicated to helping our customers overcome challenges through innovative solutions; particularly the continuing and evolving challenges presented in the transformation of the U.S. military and in the global war on terror. Subsidium and its employees are committed to mission accomplishment and organizational excellence. 

Job Summary:
The Administrative Assistant provides comprehensive administrative and customer support to the DHS/FPS Regional Director, Deputy Regional Director, branch chiefs, and command staff. This role independently screens calls and visitors, responds to a wide range of public and interagency inquiries, and serves as a primary point of contact for explaining Federal Protective Service programs, services, and procedures across multiple divisions. The Administrative Assistant exercises sound judgment to clarify requests, develop accurate responses, coordinate with supervisors and division personnel, and route inquiries to appropriate offices when necessary. Additional responsibilities include receiving and assisting visiting officials, maintaining official records and correspondence files, and distributing incoming mail to regional and remote FPS offices, ensuring efficient communication and workflow throughout the organization.
Location: Work must be performed on-site: Federal Protective Service Office, Thomas P. O’Neill Federal Building, 10 Causeway St., Boston, MA 02222.
Salary: $58,190-$63,190
Responsibilities/Duties:
  • Screens calls and visitors to the DHS/FPS Regional Offices for the Director (RD) and Deputy Regional Director’s (DRD) office; Chief, Missions Support Branch (CMSB); Chief Risk Management Branch (CRMB); District Commanders (DC); Area Commanders (AC) as assigned; and the Chief, Threat Management Branch (CTMB) referring to staff members and forwarding to the divisions only those calls or visitors requiring the supervisor’s attention. Personally, handles many requests for information.
  • On visits made to the RD/DRD/CMSB/CRMB/DC/CTMB office by other agency officials, Central office officials, and other Regional Directors, assist them in placing telephone calls, receives visitors and performs other duties as requested by them.
  • Provides timely and accurate responses to a variety of inquiries by helping the public identify and understand program services, information sources, and procedures for all divisions within the Federal Protective Service of the Department of Homeland Security Region One. Advises inquirers about the applicability, responsibilities and operations of the various divisions.
  • Responds to inquiries by clarifying inquirer’s needs through questions and comments designed to develop necessary facts and by developing responses/solutions based on own knowledge of government and experience problem solving. Determines what divisions can best assist when additional help is necessary, contacting offices to discuss inquiries and develop answers. As needed, obtain pertinent information from reference materials. As appropriate, when all personal resources have been exhausted, locates experts in other regions’ central offices to whom inquirers can be referred for supplemental assistance.
  • Consults with division supervisors, deputy director, and/or divisional personnel to develop answers to specific inquiries and to garner new information about FPS programs, procedures and responsibilities.
  • Establishes and maintains records and files for control and flow of correspondence pertaining to all FPS matters. Distributes incoming mail to appropriate personnel at the Regional and remote FPS Offices.
Qualifications:
  • Minimum of 3 years of relevant administrative support experience, preferably supporting senior leadership or program offices in a federal, state, or large enterprise environment.
  • Demonstrated proficiency with Microsoft Office 365 (Word, Excel, Outlook, PowerPoint).
  • Experience handling sensitive or personally identifiable information (PII).
  • Ability to operate independently in a fast-paced office environment with minimal supervision.
  • Must be a U.S. citizen and able to obtain and maintain a DHS suitability determination and HSPD-12 PIV card.
Education/Certifications:
  • High School Diploma or GED
  • Associate’s degree in business administration, Office Administration, or a related field may be substituted for up to one (1) year of experience.
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 onboarding process)
  • Incentive Plans and Referral Bonuses
  • Employee Assistance Programs
Subsidium, Inc 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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