Mid Level Clerical and Administrative Assistant

Job Description

Job Description

USFS is an ISO 9001 management consulting firm with headquarters in the National Capital Region and offices and staff in 12 US states. USFS staff average 10+ years of professional experience, over 80 percent of our staff have bachelor’s degrees, and over half have advanced degrees in business and technology. USFS was founded in 2010 and provides financial management, acquisition management, program management, and data analytic support services to federal and state governments.

Clerical and Administrative Support Specialist

Supporting US Air Force

US Federal Solutions is seeking a detail-oriented Clerical and Administrative Support Specialist to support the US Air Force. This role provides essential administrative and operational support to a highly structured organization responsible for Air Force financial management. The ideal candidate is organized, responsive, and comfortable supporting senior government staff in a fast-paced environment.

This position plays a key role in keeping Air Force operations running smoothly through strong administrative execution, clear communication, and reliable follow-through.

Key Responsibilities

Administrative & Clerical Support

• Provide day-to-day clerical and administrative support across a wide range of executive and office support functions.
• Maintain a thorough understanding of Air Force’s mission, objectives, and organizational structure to support effective coordination and communication.
• Monitor communications and make scheduling recommendations while maintaining daily calendars for assigned federal staff.

Task Management

• Manage the organization’s Task Management Tool (TMT) (or other task management system) using the format outlined in the organization’s operating instructions and TMT training and instructions. Decision authority for any TMT tasks will remain with the Government.
• monitor the Task Management Tool (TMT) for incoming action items, routing them to the appropriate directorates and external agencies for action and coordination. Every Monday, the contractor will email a summary of all tasks due that week to stakeholders. By close of business (COB) each Friday, the contractor will prepare status slides for government use in staff meetings. It is understood that all final decision-making authority for TMT taskings and official mailbox correspondence resides with Government personnel.

Correspondence & Documentation

• Prepare, edit, and format correspondence, memorandums, reports, presentations, and other official communications for internal and external distribution.
• Review correspondence requiring signatures for accuracy, formatting, grammar, regulatory compliance, and required attachments.
• Track and manage correspondence and suspenses using approved databases to ensure deadlines are met.
• Document and update internal standard operating procedures related to clerical and administrative processes.

Meetings, Conferences & Events

• Plan, coordinate, and support on-site and off-site meetings, conferences, and events for Air Force leadership and staff.
• Support high-level meetings including FM All Calls, staff meetings, executive sessions, and conferences by coordinating venues, attendees, schedules, and logistics.
• Prepare slide templates, preview binders, and meeting materials.
• Set up conference rooms and board rooms, including name cards, materials, and audio/visual equipment.
• Operate briefing equipment as needed, take attendance, distribute meeting minutes, and track follow-up action items.

Scheduling & Facilities Coordination

• Schedule and maintain calendars for assigned meeting spaces within the organization.
• Coordinate meeting logistics and de-conflict schedules to ensure appropriate attendance.

Records & File Management

• Maintain electronic and hard-copy files in accordance with approved guidelines and Air Force policy.
• Manage compliant electronic filing and data storage systems in accordance with AFI 33-322.

Executive & Stakeholder Interface

• Serve as a point of contact for phone calls and visitors, directing or redirecting inquiries appropriately.
• Communicate and coordinate with government and contractor executives and their staff to facilitate assigned activities.
• Participate in meetings and conferences to support documentation and coordination needs.

Office Operations & Travel Support

• Order and maintain approved office supply inventories using established processes.
• Assist assigned staff with official travel requirements in accordance with government procedures.

Requirements

Office Hours:

• 0800 to 1700 Monday through Friday
• Onsite at Pentagon

What We’re Looking For

• Must have 3 years of applicable experience or an AS degree
• Experience with TMT or ETMS2
• Experience with DTS.
• Extensive experience providing Clerical and administrative support to senior government or military leadership.
• Familiarity with Air Force customs, courtesies, and senior leader protocols.
• Strong written and verbal communication skills with a high standard for quality and professionalism.
• Comfort interacting with general officers, senior civilians, and industry executives.
• Exceptional attention to detail, discretion, and organizational skills.
• Ability to manage competing priorities in a deadline-driven 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.