Administrative Support Specialist (Mail & File Management)

• Review, process, and log all incoming unclassified mail and packages; verify attachments
• Contact originators or staff regarding discrepancies in incoming materials
• Distribute mail, packages, faxes, and electronic documents per USTDA Correspondence Guidelines
• Check agency general email accounts daily; route messages to appropriate staff or offices
• Pick up outgoing mail and express delivery pouches; deliver to post office and off-site locations
• Prepare packages for commercial delivery vendors as required
• Maintain correspondence logs, tracking receipts, mailing dates, and distribution
• Organize and stock the agency mailroom and eight copier/work areas with paper, letterhead, pens, and other supplies
• Notify the Office of Administration when supplies are low or when the mailroom/copier equipment requires service
• Maintain filing systems (electronic and paper); log, track, and retrieve correspondence and records
• Support records retention and disposal schedules in accordance with NARA standards
• Provide general office support including data entry, document preparation, and customer service
• Assist with conference/training room setup, basic meeting support, and occasional receptionist coverage

• 1-3 years of experience in a professional office environment as a support assistant or receptionist, or equivalent position
• Experience collecting, sorting, and distributing incoming mail
• Experience managing calendars, scheduling meetings, appointments, and greeting high-level guests
• Experience creating and distributing correspondence, reports, and other documents
• Experience providing general office support (e.g., various administrative tasks, data entry, filing, and customer service)
• Experience with upkeep and setting up of all conference and training rooms

• Ability to maintain records of receipt, mailing dates, and other required information
• Ability to ensure appropriate mailing and/or shipping of packages, letters, etc.
• Ability to manage multiple tasks and prioritize effectively
• Ability to manage the receptionist area
• Effective written and verbal communication skills for interacting with various individuals
• Proficiency in office software and equipment
• Physical ability to move a large number of files and/or file boxes

• High school diploma required
• Higher education preferred

• Arlington, VA 22209

• Not eligible for telework

• U.S. citizenship is required as it supports the U.S. federal government
• Active or ability to obtain and maintain a secret security clearance

• U.S. Department of State (DoS)

• Travel not required

• Full-time, 40 hours per week, Monday–Friday

• Employment Classification Eligibility — Nonexempt

• Not eligible for relocation benefits

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