Administrative Support II

JOB DESCRIPTION

Administrative Support II (On-Site) Position Title Administrative Support II

Client Federal Highway Administration (FHWA), Eastern Federal Lands Highway Division (EFLHD)

Work Location 22001 Loudoun County Parkway, Building E2 Ashburn, VA 20147 (100% on-site)

Employment Type Full-time, 40 hours per week, Monday through Friday

Schedule Eight hours per day beginning at 7:00 a.m., or as negotiated with the TOCOR, within EFLHD core hours of 7:00 a.m. to 4:00 p.m. (30-minute lunch)

Security Low risk / non-sensitive position. National Agency Check with Inquiries (with fingerprinting) and USDOT PIV credential required

Reports To SCC Off-Site Program Manager; day-to-day priorities from the Government TOCOR/ATOCORs

Anticipated Start February 1, 2027, Contingent upon contract award

Position Summary

The Administrative Support II provides on-site administrative support to an assigned branch of the FHWA Eastern Federal Lands Highway Division in Ashburn, Virginia, serving approximately 25–50+ personnel. The position is one of three Administrative Support II roles operating within a cross-functional team model, so each team member supports an assigned branch while providing coverage and workload assistance across all branch offices to ensure continuity of operations. Core functions include correspondence and document preparation, records management, telephone and receptionist services, meeting and calendar support, travel arrangements, time and attendance processing, and preparation and tracking of purchase requisitions in PRISM. Duties and Responsibilities

Cross-Functional Team Support

• Provide administrative support to the assigned branch in accordance with established procedures, priorities, and operational requirements.
• Provide temporary coverage and assistance at other Administrative Support II stations during team member absences, as directed by the TOCOR or ATOCORs.
• Support the redistribution of workload among Administrative Support II team members, as directed by the TOCOR or ATOCORs, to ensure timely completion of assigned tasks.
• Promptly communicate increased workload, competing priorities, or capacity constraints to the TOCOR or ATOCORs when additional assistance or workload redistribution is required.
• Assist other Administrative Support II team members with assigned administrative functions when workload demands or operational requirements warrant.
• Prioritize tasks based on guidance provided by the TOCOR/ATOCORs and adapt to changing workload requirements while maintaining accuracy, quality, and timeliness.
• Maintain current branch-specific desk procedures that promote consistency and continuity, update them as processes, systems, or responsibilities change, and keep them accessible to other team members for use during absences.
• Attend monthly team meetings to receive updates and share ideas and best practices.
• Assist with special projects within all branches as assigned by the TOCOR/ATOCORs, and perform other related administrative support functions within the scope of the position.

Correspondence, Document Preparation, and Records Management

• Finalize approximately 500–1,000 documents per year, including letters, memoranda, reports, and other official correspondence.
• Prepare and format letters, memoranda, reports, charts, graphs, presentations, and other correspondence from handwritten or electronic drafts, templates, samples, and source data.
• Monitor, manage, organize, and respond to official email inboxes; review incoming and outgoing correspondence for accuracy, completeness, formatting, grammar, spelling, punctuation, and compliance with organizational standards; and route correspondence to the appropriate personnel for action.
• Distribute and transmit correspondence and official documents through authorized electronic methods, U.S. Mail, overnight delivery services, or a combination of approved methods.
• Track outgoing correspondence and document transmissions using the applicable correspondence tracking system.
• Maintain accurate electronic and hard-copy files of correspondence, reports, and documents in accordance with Records Management guidelines and applicable policies.
• Provide copying, shredding, and scanning services in accordance with records management, information security, and privacy requirements.

Front Office, Telephone, Mail, and Visitor Support

• Provide telephone and receptionist services, routing callers to requested or directed sources and ensuring telephones are forwarded to another team member or voicemail when away from the workstation.
• Receive, sort, and distribute incoming mail, documents, and packages.
• Pick up and escort visitors from front desk security, and pick up correspondence, as directed by Administrative Services or the TOCOR/ATOCORs.
• Review and update employee directory information and Google Mail (Gmail) employee information to keep it accurate and current.

Meetings, Calendars, and Travel

• Provide administrative support for meetings, conferences, conference calls, and webinars, including preparing agendas, scheduling, notifying attendees, reserving facilities, arranging conference call and webinar registration information, and assembling and distributing materials.
• Attend meetings as requested, take accurate notes or minutes, and distribute completed minutes to attendees and designated recipients.
• Proofread outgoing correspondence and meeting materials, and ensure required supporting, background, and reference materials are included with the appropriate files.
• Maintain assigned office calendars, schedules, appointments, and meetings on own initiative based on knowledge of workload and current priorities; remind staff of appointments, brief them on matters to be considered, and reschedule appointments when schedules change.
• Make domestic and foreign travel arrangements for the Division Director as requested, including hotel, rental car, airline and train reservations, travel advances, travel authorizations, vouchers, and itineraries in the DOT travel management system (E2) or equivalent.

Time and Attendance

• Review and process employee time and attendance records entered into Castle and P6 Primavera; compile and review reports to verify accuracy and completeness for payroll processing.
• Submit completed time and attendance records and reports to Team Leaders and Branch Chiefs for review and approval.
• Research and resolve time and attendance discrepancies based on inquiries from employees, supervisors, Team Leaders, or Branch Chiefs.
• At the end of each pay period, provide Branch Chiefs with tracking information, as requested, on earned and used leave, compensatory time, overtime, and travel compensatory time.
• Maintain accurate electronic time and attendance files and supporting documentation within the appropriate branch file structure.

Purchase Requisitions (PRISM)

• Learn and maintain proficiency in PRISM to prepare, process, track, and update purchase requisitions (PRs), including amendments and modifications, based on workload and operational requirements.
• Prepare and enter PRs into PRISM, ensuring all required information is accurate and complete.
• Review, track, and update PRs, and process amendments to correct errors or incorporate changes.
• Research and respond to questions, errors, or concerns from requisition owners, consulting the TOCOR or ATOCORs when guidance is required.
• Participate in PRISM training and remain current on system updates and procedures.

Required Qualifications

Knowledge, Skills, and Abilities

• Knowledge of standard office computer hardware and software applications.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint; Google Workspace (Gmail, Docs, Sheets, Slides, Chat, Meet); Zoom; and current web browsers (Google Chrome, Microsoft Edge).
• Ability to create, edit, format, store, retrieve, transfer, and print official documents and records.
• Strong command of grammar, spelling, punctuation, and document formatting, with the ability to proofread official correspondence for accuracy and compliance with organizational standards.
• Ability to communicate effectively, both orally and in writing, with individuals at all organizational levels.
• Ability to produce accurate, high-quality work within established deadlines.
• Ability to work effectively both independently and as part of a cross-functional team, and to manage competing priorities in a fast-paced environment.
• Adaptability and effective interpersonal skills, with the ability to maintain professional working relationships with team members, Government personnel, and other stakeholders.
• Neat, business-like appearance and professional demeanor.

Education and Experience

• Education: At least a High School Diploma
• Experience: Minimum of 2 years relevant experience

Security and Eligibility

• Ability to successfully complete a National Agency Check with Inquiries (with fingerprinting) and obtain a USDOT PIV identification card.
• Ability to provide two original forms of identity source documents, one of which must be a valid Federal or State Government-issued picture ID.
• Completion of Information Systems Security Awareness (ISSA) training before starting work, and annually thereafter.
• Willingness to sign a Non-Disclosure Agreement before performing any work.
• Ability to work full time on-site at the EFLHD office in Ashburn, Virginia.

Preferred Qualifications

• Experience preparing and tracking purchase requisitions in PRISM.
• Experience processing time and attendance in Castle and/or P6 Primavera.
• Experience arranging domestic and foreign travel in E2 or another federal travel management system.
• Experience providing administrative support in a federal agency environment.
• Experience applying records management guidelines to electronic and hard-copy files.
• Experience preparing meeting agendas and taking and distributing meeting minutes.

Work Environment and Conditions

• Work is performed on-site in a Government office building; Government computers may not be removed from the Ashburn office unless authorized by the Contracting Officer.
• Telework is permitted only with prior Contracting Officer approval and a signed telework agreement, or during an emergency shutdown as authorized.
• Work hours may not exceed 8 hours per day or 40 hours per week; overtime is not anticipated and requires advance written Contracting Officer approval.
• The office is closed on the 11 Federal holidays and when the Government grants administrative leave due to weather or other closures.
• Employees are expected to become familiar with EFLHD staff, including which office each employee works in and who provides their administrative support.