Administrative Assistant

Overview

Description
Position Title: Administrative Assistant

Reports to: Operations Manager

Location: Chicago, IL

Employment Status: Full-Time

Work Schedule: Mon–Fri, 7:30am-4:00pm. Excluding Federal holidays; occasional weekend/after-hours may be required based on mission needs

FLSA Status: Non-Exempt

Position Summary: The Administrative Assistant will provide administrative and clerical support to DHS Federal Protective Service (FPS) Region 5 staff. Work includes document preparation, records management, meeting support, reporting, coordination with help desks, and other administrative support functions. Work is performed independently with minimal direct supervision. The ideal candidate will already align with our core values of SOAR (Strong Integrity and Ethics, Outstanding Teamwork, Accountability-Driven and Relentless Pursuit of Quality).

This position is contingent upon contract award.

• Compose, type, and enter information into databases/spreadsheets.
• Prepare correspondence/documentation/mailing labels; copy data between records; file records.
• Receive/sort/distribute mail; prepare outgoing mail (including express/online services).
• Set up meetings/teleconferences (schedule rooms, disseminate details); attend meetings as requested; prepare/distribute agendas; take and distribute minutes; coordinate interoffice communications.
• Assist with inventory/maintenance/purchase/dissemination of routine supplies.
• Collect/disseminate GOV mileage and maintenance info monthly/as required.
• Maintain shared drive folders and hard copy/electronic files (e.g., Facility Security Assessments and related records) as directed.
• Assemble and disseminate routine reporting requirements on a schedule determined by on-site personnel.
• Liaison with DHS help desk for IT/telephone services (ticket initiation, follow-up, resolution, close-out).
• Track assigned case control numbers and route reports for review/approval.
• Provide support to security management branch programs as required (spreadsheets/report maintenance).
• Maintain, issue, and control facility keys (issuance, hand receipt, inventory).
• Timekeeping support duties as directed.
• Make travel arrangements / coordinate transportation and accommodations; support regional emergencies/taskings/projects as directed.
• Perform Human Resources administrative functions and tasks as directed.
• All other duties as assigned.

Aldevra was founded in 2009 by current President & CEO Rodney Marshall, a U.S. Marine Corps veteran and minority entrepreneur. The company began by selling food service equipment to the federal government and later expanded to include medical equipment and professional services, helping to meet a broader range of customer needs. Today, Aldevra is recognized as a top food service equipment dealer in the U.S., specializing in federal government sales while also growing its commercial and e-commerce customer base.

Its professional services division provides federal agencies with healthcare professionals, construction and facilities managers and technicians, and administrative support. Whether it’s equipment or staffing, Aldevra is committed to delivering high-quality products and timely service at the best value.

• Great Place to Work® 2020, 2021, 2022, 2023, 2024, 2025, 2026
• HIRE Vets Medallion Award 2021, 2023, 2024 and 2025
• VETS Indexes 5-Star Employer for 2024 and 2025 Employer Awards
• Military Friendly® Employer Gold designation ,, 2025, 2026
• Food service Equipment Reports 2023, 2024, 2025 Top Dealer
• Food service Equipment & Supplies magazine 2024, 2025 Distribution Giants list
• RATIONAL 2024, 2025 Premium Partner Award
• ENERGY STAR® Partner
• Department of Defense Military Spouse Employment Partnership Small Business Partner
• Army Partnership for Your Success (PaYS) Partner #911

Learn more about us at

Security Requirements:

• Must pass a government background investigation/suitability determination prior to performance.

This position requires passing an extensive background check.

Safety is a condition of employment. Employees must follow all site safety and security requirements, use required PPE, maintain a…