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Administrative Support II

  • Ashburn, VA
  • Administrative

Administrative Support II

BIT, LLC | Ashburn, VA (On Site) | Full Time
Keep a federal engineering division running, one branch at a time.

Job Summary

BIT, LLC is hiring three Administrative Support II professionals to support the Federal Highway Administration’s Eastern Federal Lands Highway Division in Ashburn, VA. The Division delivers roads and bridges that serve national parks, forests, and other federal lands across the eastern United States.
Each team member supports one branch of 25 to 50+ people and backs up teammates in other branches when needed. If you are organized, detail-focused, and enjoy being the go-to person in the office, we want to hear from you.

Position Details

  • Job title: Administrative Support II
  • Key Personnel: No
  • Openings: 3
  • Location: On site at the FHWA office in Ashburn, VA (Loudoun County)
  • Schedule: Monday to Friday, 7:00 AM to 4:00 PM, with a 30-minute lunch
  • Hours: 40 hours per week; no overtime without Government approval
  • Holidays: Federal holidays off
  • Start date: February 2027, contingent upon contract award
  • Clearance: None required; must pass a federal background check

What You’ll Do

Office and correspondence support
  • Prepare, format, and proofread letters, memos, reports, charts, and presentations
  • Finalize about 500 to 1,000 documents per year
  • Manage shared email inboxes and route messages to the right people
  • Send and track correspondence by email, U.S. Mail, and overnight delivery
  • Answer and route phone calls and greet visitors
  • Escort visitors from the front security desk
  • Receive, sort, and distribute mail and packages
  • Copy, scan, and shred documents following security and privacy rules
  • Keep electronic and paper files organized under records management rules
  • Keep the employee directory and Gmail contact information up to date
  • Write and update desk procedures for your branch so teammates can cover for you
Meetings, calendars, and travel
  • Schedule meetings, reserve rooms, and set up conference calls and webinars
  • Prepare agendas and meeting materials
  • Attend meetings, take notes, and send out minutes
  • Manage office calendars and remind staff of upcoming appointments
  • Book domestic and international travel for the Division Director, including flights, hotels, rental cars, and travel vouchers
Timekeeping
  • Review employee timesheets for accuracy before payroll
  • Send completed timesheets to Team Leaders and Branch Chiefs for approval
  • Fix timesheet errors and answer employee questions
  • Track leave, comp time, and overtime each pay period
Purchase requests
  • Enter, track, and update purchase requests in the agency’s purchasing system
  • Make corrections and changes to purchase requests as needed
  • Answer questions from staff about their purchase requests
Teamwork
  • Cover other branches when teammates are out
  • Help balance workload across the team
  • Speak up early when workload or deadlines become a challenge
  • Attend monthly team meetings
  • Support special projects across all branches
  • Handle other administrative tasks as assigned

Required Qualifications

  • High school diploma or equivalent
  • 3+ years of office administrative support experience
  • Strong skills in Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint
  • Comfortable using Google Workspace (Gmail, Docs, Sheets, Slides, Meet, Chat)
  • Willing to learn agency systems: PRISM (purchasing), Castle (timekeeping), E2 Travel, and P6 Primavera
  • Excellent grammar, spelling, and proofreading skills
  • Clear, professional communication, both written and spoken
  • Able to juggle priorities and meet deadlines in a fast-paced office
  • Works well independently and as part of a team
  • Professional appearance and demeanor
  • Able to work on site in Ashburn, VA, Monday to Friday, 7:00 AM to 4:00 PM
  • Able to pass a federal background check and obtain a government ID badge (PIV card)

Preferred Qualifications

  • Experience supporting a federal agency
  • Experience with PRISM purchase requests
  • Experience with Castle or another federal timekeeping system
  • Experience with E2 Travel or another federal travel system
  • Experience with P6 Primavera
  • Prior U.S. Department of Transportation or FHWA experience
  • Experience booking executive or international travel

Why Join BIT, LLC

BIT, LLC is a Service-Disabled Veteran-Owned Small Business based in Woodbridge, VA. We support federal agencies with IT, program management, and professional services. We offer competitive pay, benefits, and a team that has your back.
BIT, LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.