Administrative Assistant

ROLEWe are seeking an Administrative Assistant to support the U.S. Fish and Wildlife Service (FWS), Division of Management Authority (DMA), in Falls Church, VA. In this role, you will provide administrative, data entry, and customer support that ensures timely processing of permits, accurate reporting, and effective coordination with agency staff.Skills, Experience, Qualifications, If you have the right match for this opportunity, then make sure to apply today.This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.Apply today!RESPONSIBILITIESI. Permit Processing & Data EntryProcess permit applications to ensure adequate review and timely customer serviceEnter permit data accurately and in a timely mannerInput applications into ePermits with accuracy and judgmentAudit data entries of hard copy applications for completeness and accuracyCode permit applications appropriatelyEnter data into the tracking system in compliance with ePermits requirementsApply coding standards to permit applications within ePermitsEnsure accuracy of all data entered into ePermitsExercise judgment when corrections are necessaryOperate the CITES Trade Database to sort, enter, and track data accurately and efficientlyII. Mail Handling & Records ManagementReceive, date stamp, scan, upload, photocopy, sort, and route incoming mailLog mail accurately in Excel spreadsheetsMaintain accurate paper and electronic recordsDigitize and file paper records into the appropriate systemDraft and mail form letters as requiredPrint and mail permits on security paper as directedAssist in the inventory of archive files, catalog records due for retention, update spreadsheets, and prepare for disposalMaintain and update the Big Cat Registration log to ensure documents are stored in the correct folders and file cabinetsIII. Administrative Support & Office TasksOrganize, monitor, and track individual application workloadPlan work independently, resolve problems, and carry out successive steps of assignmentsMeet strict deadlines while tracking large volumes of facts, figures, and paperworkUse systems to enter, track, manage, and compile data efficientlyApply automation software to support mail and data processing tasksFollow established administrative and clerical practices and proceduresProcess multiple forms and requests used in office support tasksUse Microsoft 365 applications for documentation and recordkeepingRespond to permit inquiries and answer incoming phone calls from applicants or the publicParticipate in system update trainings to remain knowledgeable of ePermits changesIV. Team Collaboration & Professional ConductConsult regularly with the Government-staffed Team Leader on application processingCollaborate with others to complete work products and coordinate with involved partiesRecommend solutions to the Team Leader or CITES Policy Specialist when challenges ariseDemonstrate interpersonal skills and a professional demeanor in all interactionsRespect team members, consider differing views, and support collective decisionsHelp maintain a cordial and positive office atmosphereREQUIRED EXPERIENCEMinimum 3 years in administrative/data entry roles performing tasks such as mail processing, data entry, quality control, scanning, filing, and customer serviceREQUIRED KNOWLEDGE, SKILLS, & ABILITIESSkill in resolving problems and dealing with people tactfully (phone, writing, in person)Skill in navigating and working in electronic systemsSkill with Microsoft 365 (Word, Excel, PowerPoint, Outlook, OneDrive, Teams)Skill in database entry, extraction, record keeping, tracking, and logsAbility to adhere to Privacy Act and records retention requirementsAbility to learn and comply with ePermits proceduresAbility to search records and guidelinesAbility to maintain computer records, conduct searches, and print reportsAbility to perform repetitive tasks and manage high-volume workloadStrong Attention to detail and organizational skillsEDUCATIONHigh school diploma or equivalent requiredUndergraduate degree preferredLOCATIONFalls Church, VA 22041TELEWORKNot eligible for teleworkCLEARANCEU.S. citizenship is required as it supports the U.S. federal government Ability to obtain and maintain a Tier 4 Public Trust security clearanceCLIENTU.S. Department of the Interior (DOI)TRAVELTravel not requiredWORK HOURSFull-time, 40 hours per week, Monday-FridayEMPLOYMENT CLASSIFICATIONEmployment Classification Eligibility "” Nonexempt RELOCATIONNot eligible for relocation benefits******************KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.Other Considerations. Applicants will be subject to a background investigation. Individual's primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.

Created: 2025-09-30