New

Administrative Office Assistant - Philadelphia, PA

Triple Canopy
United States, Pennsylvania, Philadelphia
May 19, 2026
- POSITION SUMMARY The office administrative assistant support shall be provided to the Government covering a wide range of administrative assistant and clerical functions and efforts. Office administrative assistant services support should directly support the everyday activities of the Mega Centers Branch Operations and the Law Enforcement Operations Division. Office administrative support provided herein will include, but is not limited to, assisting in the performance of the of administrative duties. RESPONSIBILITIES Assist FPS SMEs in collecting and inputting information into the Time and Attendance (WebTA) reporting system for staff; assist in tracking individual daily schedules and annotate them for future retrieval or audits; Assist FPS SMEs in collecting and inputting information into the Federal Financial Management System (FFMS) associated with the Mega Center COR functions. Produce a typed transcript of the meeting minutes from the weekly manager's meeting as needed to include, but not limited to, the weekly manager's conference call Assist FPS SME's in verifying purchase card statements associated with the Mega Center monthly purchase card transactions Research and prepare all purchasing worksheets for approval and any other P-Card related activity at the direction of the center manager. Once approved, assist FPS SMEs to ensure all government purchase card documentation is completed according to regulations Maintain the purchase card spreadsheet to track the Mega Center budget. List all transactions made on the purchase card based on the predetermined transaction lines and budget Assists the FPS SMEs documentation for Mega Center invoices, IAR's. and spreadsheets for the accurate accounting of fiscal responsibility Assist in updating the internal filing system within the Mega Center Schedule meetings. Manage staff calendars and the conference call bridge calendar Prepare and track shipping for all incoming and outgoing packages Assist with the contract new hire process. Coordinate required tasks for preliminary background screening. Finalize all e-QIP packet requirements to start the federal government background process Prepare paperwork for new and replacement PIV cards for all Mega Center staff. Coordinate with specific government agencies for PIV card production Produce, update, and distribute Mega Center staff internal phone lists. Assist in tracking all inventories within the Mega Center. Assist with the yearly Sunflower campaign which will include meeting all deadlines, scanning or inputting all required inventory into the Sunflower database, and attend all campaign meetings and training. Prepare accountability inventory reports for Mega Center staff. Prepare paperwork for all missing, damaged, or transfer of inventory items from or to the Mega Center Assist FPS SMEs with Mega Center IAR's and data input into WebView and FFMS Update and distribute HQ Mega Center staff directory to affiliate Mega Center personnel Complete special projects assigned by the Mega Center Branch Chief or other Divisional personnel Update Mega Center personnel information in the Mega Center information system QUALIFICATIONS High School diploma or GED Excellent phone skills Customer Service- Knowledge of principles and processes for providing customer services. This includes meeting established quality standards Computer Skills - Utilizes a personal computer with word processing, spreadsheet and related software with reasonable speed and accuracy Proficient in Word, Excel, and data entry Experience in invoicing, budget tracking, and general accounting skills Be able to handle filing and other administrative duties Interpersonal Relationships - Develops and maintains cooperative and professional relationships with employees at all levels, representatives from various departments, and outside agencies. Effectively responds to and resolves complex inquiries and disputes Sedentary work, that includes long times at a computer, may have to utilize stairs and occasionally lift heavy items BENEFITS Constellis offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects its commitment to creating a diverse and supportive workplace. - In an ever-changing and complex world, security concerns are paramount. Enhanced security requires education, training, and specialized skills. Constellis provides end-to-end risk management and comprehensive security solutions to safeguard people and infrastructure globally. Our team of strategic problem solvers has a steadfast moral compass and unwavering dedication to creating a safer world. Constellis is committed to the success of our customers and partners. Constellis protects critical priorities safely and efficiently around the world. Operating globally and based in the Washington D.C. area, our employees bring unparalleled dedication and passion for creating a safer world and upholding the highest standards of compliance, quality, and integrity. As a leading global provider of risk management, security, humanitarian, training and operational support services to government and commercial customers worldwide, Constellis' forward-thinking solutions include a range of synergistic services, including background investigations, social intelligence tools, advanced training, logistics and life support, UAV and K9 services, and crisis response mitigation. At Constellis, our number one priority is to secure success for our customers. For more information, visit www.constellis.com EEOC Statement Constellis and its affiliated companies are equal opportunity employers. All applicants receive consideration without regard to race, color, sex, age, ethnicity, religion, national origin, disability, veteran status or any other characteristic prohibited by federal, state, or local law.