Overview
On Site
Depends on Experience
Full Time
Skills
Administrative Support
Collaboration
Data Entry
Communication
Microsoft Office
Documentation
Job Details
Title - Secretary /Administrative Support Specialist
Client - Department of Homeland Security (DHS)
Client - Department of Homeland Security (DHS)
Locations: San Diego, CA (92101)
Agency: Department of Homeland Security (DHS) Federal Protective Service (FPS), West Zone, Region 9
Overview
The Secretary II (Administrative Support Specialist) provides a full range of high-level administrative, clerical, and operational support services to FPS District and Area Commanders. This position ensures smooth execution of daily operations, effective communication across FPS offices, and accurate maintenance of records, schedules, and documentation. The Secretary II acts as the primary administrative point of contact for the assigned FPS District Office, requiring exceptional organization, professionalism, and proficiency in government systems and Microsoft Office applications.
Duties and Responsibilities
Provide administrative support to District and Area Commanders, managing calendars, meetings, and correspondence.
Serve as office coordinator, greeting visitors, answering calls, and ensuring communication flow.
Maintain and update records, reports, and files according to DHS/FPS standards.
Manage timekeeping, mail, and data entry in systems such as GovTA and LEIMS.
Compile and prepare materials for meetings and document minutes and action items.
Track and manage training files, vehicle logs, and inventory lists.
Support FOIA document gathering, budget reporting, and post inspection tracking.
Maintain confidentiality and comply with DHS privacy and security standards.
Knowledge, Skills, and Abilities
Proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook, PowerPoint).
Experience with FPS systems: GovTA, LEIMS, Post Tracking System (PTS), and STORM.
Strong administrative, communication, and interpersonal skills.
High attention to detail and organizational ability.
Knowledge of DHS privacy, FOIA, and records management policies.
Minimum Qualifications
High School Diploma required; Associate s Degree preferred.
At least one (1) year of administrative experience; two (2) years preferred.
Must pass DHS background suitability (HSPD-12).
On-site, Monday Friday, 8-hour workday, excluding 30-minute lunch.
Professional conduct and business casual attire required.
Performance Standards
Maintain 100% compliance with FPS administrative reporting standards.
Ensure timely completion of all assigned tasks and documentation.
Demonstrate professionalism, confidentiality, and precision in work.
Support FPS mission through efficient coordination and communication.
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