US Federal Solutions is seeking a highly organized and detail-driven Secretariat Support Specialist to support the Headquarters U.S. Space Force (HQSF) S3/4/7. This is a high-visibility opportunity supporting a mission critical organization responsible for essential operational and administrative functions that help ensure Space Force mission effectiveness.
Requirements
- Prepare, develop, review, and staff correspondence, memorandums, reports, presentations, ready-to-send emails, and other official communications for distribution across the organization
- Review documents requiring leadership signature for accuracy, completeness, grammar, formatting, procedural compliance, and required attachments
- Monitor, track, and manage correspondence and suspense actions to ensure all deadlines are met
- Support development and maintenance of administrative management tools, templates, governance materials, training resources, and reporting mechanisms
- Prepare agendas, coordinate meetings, record minutes, distribute meeting materials, and track closure of key initiatives and action items
- Manage organizational taskers within TMT or similar task management systems, ensuring new tasks are assigned within required timelines and stakeholders are informed of due dates and status updates
- Maintain 2-Letter workflow mailbox activity and prepare weekly status emails and staff meeting slides for leadership review
- Track and staff officer and enlisted evaluations, promotion recommendation forms, and military and civilian decorations requiring senior leader signature
- Manage commander and by-law program tracking and prepare status updates for recurring staff meetings
- Maintain assigned files and records systems in accordance with approved guidance and records disposition requirements
- Coordinate records searches, disposition requests, lost records reports, and records management activities, including submissions to NARA as needed
- Support Information Access Program inquiries, logging, tracking, and reporting within required timelines
- Provide FOIA support, including reviewing, processing, redacting, tracking, and forwarding routine and significant FOIA requests, complaints, appeals, and related case files
- Assist with FOIA backlog reduction efforts, audit tracking, litigation support documentation, reading room/library records, and annual FOIA log reporting
- Support enterprise services requirements coordination, including documentation associated with planning, submission, and funding processes
- Maintain and update VTC support materials, SharePoint pages, and Air Force Portal pages, including periodic reviews to ensure content remains current
- Review HQSF regulations, instructions, manuals, and pamphlets at least annually and update materials as needed
Benefits
- Employer-provided paid Medical / Dental / Vision insurance
- Employer matching 401K plan
- PTO
- 11 Federal Holidays
- Short / Long Term Disability insurance
- Term Life insurance
- AD&D Insurance
