Administrative Support Specialist (Mail & File Management)

ROLE We are seeking an Administrative Support Specialist (Mail & File Management) to support the U.S. Trade and Development Agency (USTDA) in Arlington, VA. In this role, you will provide mail, file, and general office support that ensures timely distribution of correspondence, accurate recordkeeping, and well-organized work areas across the agency.

This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.

Apply today!

RESPONSIBILITIES

• 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

REQUIRED EXPERIENCE

• 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

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES

• 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

EDUCATION

• High school diploma required
• Higher education preferred

LOCATION

• Arlington, VA 22209

TELEWORK

• Not eligible for telework

CLEARANCE

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

CLIENT

• U.S. Department of State (DoS)

TRAVEL

• Travel not required

WORK HOURS

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

EMPLOYMENT CLASSIFICATION

• Employment Classification Eligibility — Nonexempt

RELOCATION

• Not eligible for relocation benefits

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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.