U.S. Federal Solutions, Inc. (USFS) is a management consulting firm with offices and staff in the DC metro area. USFS offers competitive salaries and the full suite of employer-paid benefits including a 401k Plan with employer-matching contributions. USFS was founded in 2010 and provides strategic planning, performance management, program management, and administrative support services to federal and state governments.
Position Overview:
We are seeking an
Administrative Specialist
to provide administrative support to our the US Navy in Washington, DC.
US Federal Solutions (USFS) Location: Washington Navy Yard, Washington, DC Client: Department of the Navy, Strategic Systems Programs (SSP) Employment Type: Full-Time | On-Site Security Clearance: Secret Clearance Required
About US Federal Solutions
US Federal Solutions (USFS) is an ISO 9001-certified management consulting firm providing acquisition management, financial management, program management, and data analytics support to federal and state government agencies. Founded in 2010 and headquartered in the National Capital Region, USFS employs experienced professionals dedicated to delivering high-quality solutions that support critical government missions
At USFS, we value professionalism, collaboration, accountability, and a commitment to excellence. Our employees work directly with federal clients, providing meaningful support to programs that advance national security and operational effectiveness
Why Join US Federal Solutions?
At USFS, you will have the opportunity to make a meaningful contribution to a mission of national importance while working alongside experienced professionals who value collaboration, integrity, and exceptional client service.
As an Office Manager supporting Navy Strategic Systems Programs, you will be an integral part of the team responsible for keeping critical administrative and operational functions running smoothly.
What You Can Expect
Meaningful work supporting the Department of the Navy and its strategic deterrence mission
Direct interaction with experienced government professionals, senior leadership, and technical program teams
A collaborative environment that values initiative, accountability, and professional development
An opportunity to apply your organizational and administrative expertise in support of high-priority national security programs
The stability and professional opportunities associated with supporting long-term federal government programs
Position Overview
US Federal Solutions is seeking an experienced, highly organized, and proactive Office Manager to support the Department of the Navy's Strategic Systems Programs (SSP) at the Washington Navy Yard in Washington, DC
This position offers an opportunity to support one of the Navy's most critical national security organizations, which is responsible for the development, production, and lifecycle support of sea-based strategic deterrence systems
The successful candidate will provide comprehensive administrative, operational, and office management support to SSP leadership and technical branches.
This individual will play an essential role in ensuring daily operations run efficiently by coordinating schedules, managing official correspondence and records, organizing meetings, tracking important assignments, and facilitating communication across organizational teams
We are looking for a detail-oriented professional who demonstrates sound judgment, takes initiative, works independently, and thrives in a fast-paced environment supporting senior government personnel
Key Responsibilities
Office Management and Administrative Support
Manage daily administrative operations to ensure efficient and uninterrupted support to assigned SSP offices and technical branches
Prepare, review, format, and process official Navy correspondence, memoranda, reports, presentations, and other business documents in accordance with established Navy policies and procedures
Maintain organized electronic and physical filing systems, ensuring compliance with Navy records management and document retention requirements
Coordinate official government travel arrangements using the Defense Travel System (DTS) in accordance with applicable travel regulations and SSP policies
Process incoming and outgoing correspondence, manage office communications, and maintain accurate administrative records
Coordinate office supply requests, maintain organizational contact lists, and support general office operational requirements
Executive Scheduling and Meeting Coordination
Manage complex calendars, appointments, and scheduling priorities for assigned leadership and organizational personnel
Coordinate meetings, conferences, briefings, and video teleconferences (VTCs), including scheduling facilities, preparing agendas, and organizing supporting materials
Attend meetings, prepare accurate meeting minutes, document decisions, and distribute relevant information to stakeholders
Track meeting action items, follow up with responsible personnel, and ensure assignments are completed within established deadlines
Assist in planning and coordinating high-priority meetings and organizational events involving government leadership and technical personnel
Task Management and Organizational Coordination
Track and prioritize administrative assignments, projects, deadlines, and deliverables to ensure timely completion
Maintain organizational calendars and tracking mechanisms to monitor important activities, milestones, and suspense dates
Facilitate communication and coordination among SSP leadership, technical branches, and administrative personnel
Identify administrative inefficiencies and recommend practical improvements to support office productivity and workflow management
Exercise independent judgment to resolve scheduling conflicts, administrative challenges, and competing priorities
Correspondence, Reporting, and Records Management
Draft and edit technical and administrative correspondence, reports, briefing materials, and presentations for government leadership
Gather, organize, and synthesize information from multiple sources to support management decision-making
Coordinate responses to internal and external inquiries, ensuring accurate and timely communication
Maintain official records using SSP-approved records management systems and established document control procedures
Support the preparation and distribution of leadership briefings, meeting materials, and program documentation
Security and Compliance Support
Handle sensitive information in accordance with Department of Defense, Department of the Navy, and SSP security requirements
Support security-related administrative activities, including visitor coordination, security documentation, and authorized personnel escort duties
Ensure administrative activities comply with applicable cybersecurity, information assurance, and records management requirements
For assignments supporting the SSP Security Office, utilize the Defense Information System for Security (DISS) to manage security information and coordinate visit requests
Complete required SSP training in DTS, Navy Correspondence, Records Management, SSP Mail and Records Tracking System (SMARTS), and SSP Enterprise Archive System (SEAS)
Work Location and Schedule
This position is based at SSP Headquarters at the Washington Navy Yard in Washington, DC. The position requires full-time support, 40 hours per week, Monday through Friday. Specific work schedules may vary according to assigned branch requirements.
Telework may be authorized subject to government approval and mission requirements.
Equal Employment Opportunity
US Federal Solutions is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.
Requirements
Required Qualifications
Associate degree or equivalent education
Minimum of four (4) years of professional administrative support or office management experience
Previous experience supporting an office, senior executive, or Senior Executive Service (SES) personnel
Active Secret clearance REQUIRED
U.S. citizenship required
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook
Demonstrated experience managing calendars, scheduling meetings, preparing correspondence, and maintaining official records
Strong organizational skills with the ability to manage multiple priorities, competing deadlines, and high-visibility assignments
Excellent written and verbal communication skills, including the ability to prepare professional correspondence and communicate with senior leadership
Demonstrated ability to exercise independent judgment, maintain confidentiality, and resolve administrative issues with minimal supervision
Ability to work independently and collaboratively in a professional government office environment
Preferred Qualifications
Bachelor's degree in Business Administration, Management, or a related discipline
Previous administrative or office management experience supporting the Department of Defense, Department of the Navy, or another federal agency
Experience supporting senior military officers, Senior Executive Service personnel, or senior government leadership
Familiarity with the Defense Travel System (DTS), Navy correspondence standards, and federal records management requirements
Experience using government document management, correspondence tracking, and administrative workflow systems
Familiarity with SSP systems, including SMARTS and SEAS
Experience coordinating meetings, preparing executive-level briefings, and managing complex administrative assignments in a secure government environment
Benefits
Employer-provided paid Medical / Dental / Vision insurance
Employer matching 401K plan
PTO
11 Federal Holidays
Additionally voluntary benefits to include Short / Long Term Disability, Term Life, and AD&D Insurance