Junior Administrative Support Specialist - Phoenix AZ

Administrative Support Specialist

ANG is seeking an Administrative Support Specialist to provide comprehensive administrative, records management, and operational support to Directorate/Division leadership within the Defense Counterintelligence and Security Agency (DCSA). This role requires attention to detail, initiative, and the ability to effectively manage multiple priorities in a fast-paced environment while maintaining compliance with DCSA and DoD policies.

Essential Functions

• Records & File Management: Establish and maintain electronic and hard copy files; prepare records for transfer or destruction in accordance with DCSA Manuals 00-04 Vol. 1 & 2.
• Personnel In/Out Processing: Assist with onboarding and offboarding employees, processing credentials, maintaining rosters, and coordinating with staff on employee support programs.
• Operational Policy Support: Apply critical thinking and research to implement and communicate office policies, procedures, and requirements.
• Executive & Directorate Support: Provide desk coverage, calendar management, travel coordination, and preparation of official correspondence for Regional Mission Directors (RMD), Deputy RMDs, and Field Managers.
• Time & Attendance: Prepare and process reports using automated systems; respond to routine requests for information and compliance requirements.
• Inter-Office Coordination: Liaise with internal DCSA offices and external government agencies; prepare reports, spreadsheets, and presentations; manage data entry and controlled information in agency systems.
• Action Tracking: Maintain task management systems, track suspense actions, and provide reminders to leadership on upcoming deadlines.
• Correspondence & Document Creation: Draft, proofread, and finalize reports, memoranda, interagency communications, newsletters, and presentations.
• Conference Room & Meeting Support: Coordinate room reservations, ensure equipment readiness, and arrange audio/visual support as needed.
• Supply & Office Management: Maintain office supplies, track inventories, oversee equipment upkeep, and reconcile invoices.
• Classified Material Handling: Maintain, secure, and oversee destruction of classified and Controlled Unclassified Information (CUI); prepare and transmit classified/unclassified packages in accordance with DCSA mail tracking procedures.
• Point of Contact Duties: Serve as a regional or office POC for administrative queries, general inboxes, and tasking assignments.
• Devise methods for identifying data patterns and trends in available information sources.
• Follow management system policies, procedures, and work instructions as part of daily job duties.
• Protect company and customer information by adhering to security and quality requirements.
• Promptly report incidents, nonconformities, or risks to the appropriate authority.

Supervisory Responsibility: None required for this position.

Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.
• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.