Founded in 2014 Crossroads Talent Solutions LLC is a dynamic organization dedicated to providing exceptional staffing solutions across various industries. With over 11 years of experience we specialize in connecting talented professionals with rewarding career opportunities ensuring that businesses have access to the best talent to drive their success. Some of our esteemed customers include the United States Air Force (USAF) the United States Army the United States Navy and the National Oceanic and Atmospheric Administration (NOAA). At Crossroads we are committed to delivering innovative and effective solutions that meet the unique needs of our clients and help them achieve their goals.

Job Description

Secretary I (2 Full-Time Positions)

Location: Falls Church Virginia (On-Site)
Position Type: Full-Time (40 hours per week)

Position Overview

The Secretary I provides comprehensive administrative and customer service support to the U.S. Fish and Wildlife Service (FWS) International Affairs Program (IA) Division of Management Authority (DMA). The DMA serves as the U.S. CITES Management Authority and is responsible for implementing U.S. wildlife trade laws and international treaty obligations under the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES).

This role directly supports the United States compliance with international treaty reporting and permitting requirements including processing more than 20000 CITES permits annually and assisting with trade data reporting for over 40000 protected species.

Key Responsibilities

Permit Processing & Data Management

• Process permit applications in accordance with procedural requirements.

• Enter code audit and track permit application data in ePermits and CITES Trade Database systems.

• Ensure timely and accurate data entry with minimal errors.

• Conduct quality control checks and correct discrepancies using sound judgment.

• Organize monitor and track assigned application workload independently.

• Print and mail CITES permits on security paper.

• File reports in ePermits and maintain electronic and paper records.

Mail Processing & Records Management

• Receive date stamp log sort and route incoming mail.

• Scan upload photocopy and digitize documents.

• Maintain Excel tracking logs for incoming applications.

• Support records retention and disposal in accordance with Federal requirements.

• Maintain organized filing systems (paper and electronic).

Customer Service & Communications

• Answer incoming phone calls and respond to public and applicant inquiries.

• Draft and mail form letters and correspondence.

• Maintain communication logs.

• Provide courteous professional service to internal and external stakeholders.

• Coordinate with team leaders and policy specialists to resolve inquiries.

Administrative Support

• Support managers with administrative tasks and reporting.

• Participate in branch and cross-branch meetings as appropriate.

• Utilize Microsoft 365 applications (Word Excel Outlook Teams PowerPoint OneDrive).

• Apply automation tools to support office workflows.

Required Qualifications

Knowledge Skills & Abilities

• Strong attention to detail and ability to perform repetitive tasks with high accuracy.

• Experience in data entry database management and quality assurance.

• Ability to navigate electronic systems and conduct database searches.

• Skill in resolving issues tactfully and professionally.

• Strong written and verbal communication skills.

• Ability to manage high-volume workloads and meet strict deadlines.

• Proficiency in Microsoft 365 applications.

• Ability to independently plan and organize work assignments.

• Knowledge of the Federal Privacy Act of 1974 and records retention requirements.

• Ability to learn and apply ePermits procedures.

Experience Requirements

• Data entry and administrative support experience.

• Experience maintaining records and tracking systems.

• Experience providing customer service in a professional office environment.

Security & Eligibility Requirements

• Public Trust security clearance (background check required).

• U.S. citizenship required.

• Must speak read and write English fluently.

• Must complete required training (including FISSA training) prior to accessing federal systems.

Work Schedule

• 8-hour workday between 6:00 a.m. 6:00 p.m. Eastern Time (schedule determined in coordination with FWS management).

• Monday through Friday (excluding Federal holidays).

• On-site at FWS Headquarters in Falls Church VA.

Performance Expectations

The Secretary I is expected to:

• Meet organizational goals and deadlines.

• Complete assignments accurately and timely.

• Maintain error rates within acceptable standards.

• Respond to calls at a rate consistent with office benchmarks (within 80% of office average).

• Demonstrate professionalism and teamwork.

• Keep supervisors informed of work status and issues.

• Maintain positive working relationships across divisions.

• Independently plan and carry out assignments with minimal supervision.

• Participate in weekly consultations with the Team Leader.

Benefits

• Medical/Dental/Vision Benefits Offered
• 401k
• Life Insurance plans
• Employee Health and Wellness program

Crossroads Talent Solutions LLC is a Veteran friendly employer and provides equal employment opportunity (EEO) to all employees and applicants without regard to race color religion sex sexual orientation gender identity national origin age disability status genetic information marital status ancestry protected veteran status or any other characteristic protected by applicable federal state and local laws.

Equal Opportunity Employer/Veteran/Disabled