Administrative Support Specialist (Administrative)

Title: Administrative Support Specialist

Location:  Remote/Nationwide

Security Clearance: Moderate Risk Background Investigation (MBI)

Schedule: This is a full-time position that typically works business hours Monday through Friday. Hours may vary depending on needs and may at times include travel, evenings, or weekends to meet specific project requirements or time zones.

Salary Range: $55,000-65,000

***CONTINGENT UPON AWARD***

About KACE:

When you make the decision to join KACE, you are choosing to work alongside talented professionals that have one thing in common; the passion to make a difference! KACE employees bring their diverse talents and experiences to work on critical projects that help shape the nation's safety, security, and quality of life. The desire to have a career that is purposeful and forward thinking is woven into every KACE employee…it's The KACE Way. KACE employees are; purpose driven, forward focused, open-minded, trustworthy, and invested. The KACE Way is our commitment to our employees, to our customers, and to our communities. Join KACE and make a difference!

Job Summary:   

The Administrative Support Specialist plays a critical role in ensuring the efficient daily operation of the NamUs program by delivering high-quality logistical, clerical, and administrative support. This position supports cross-functional teams by managing internal communications, scheduling, documentation, and event coordination. The Specialist contributes to the program's mission by facilitating smooth workflow across forensic, outreach, and analytical service areas. 

Essential Functions and Responsibilities:

• Maintain calendars for senior staff and program leadership, schedule internal and external meetings, and prepare agendas, briefings, and follow-up documentation. 
• Draft, format, proofread, and distribute internal and external communications, including progress reports, project updates, meeting summaries, and official correspondence. 
• Provide database support, assist with data entry and reconciliation, and ensure accurate documentation and filing in accordance with program policies. 
• Support all logistical arrangements for travel, including booking transportation, accommodations, per diem tracking, and travel authorization documentation. 
• Assist with planning and execution of training events, conferences, and stakeholder meetings, including registration, material preparation, and venue coordination. 
• Monitor shared mailboxes and voicemail systems; respond to general inquiries and escalate complex or urgent requests to the appropriate personnel. 
• Track supply usage, prepare purchase requests, monitor vendor invoices, and support reconciliation of expenses and reimbursements in line with federal procurement procedures. 
• Coordinate with finance and operations teams to maintain administrative compliance with grant and reporting requirements and support the preparation of required documentation for audits and reviews. 
• Performs other duties as assigned.  

Minimum Qualifications & Skills

• Bachelor's degree in Education, Public Health, Criminal Justice, Communications, or related field. 
• At least 2 years of experience in training, outreach, or community engagement. 
• Knowledge of missing persons issues and forensic identification tools is preferred. 
• Excellent verbal and written communication abilities. 
• Strong public speaking and presentation skills. 
• Familiarity with virtual training platforms (e.g., Zoom, Teams). 
• Ability to work with multidisciplinary stakeholders. 
• Project planning and event coordination experience. 
• Strong organizational and time management abilities with demonstrated capacity to manage multiple tasks and meet deadlines in a fast-paced environment. 
• Proficient in Microsoft Office tools (e.g., Word, Excel, PowerPoint) and other applicable programs. 
• Exceptional attention to detail and accuracy in written and verbal communications, reporting, and documentation. 
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive or case-related data, especially in forensic and criminal justice settings. 
• Proven ability to provide responsive support to interdisciplinary teams and external stakeholders, including government agencies and law enforcement personnel. 
• Strong problem-solving and critical-thinking skills, including the ability to anticipate needs, troubleshoot issues, and recommend process improvements. 
• Comfortable learning and using databases, document management systems, and administrative tools used in federal grant programs. 
• Dependable, adaptable, and proactive team member with a customer service mindset and commitment to the NamUs mission.  

Clearance: 

• Moderate Risk Background Investigation (MBI) required
• Applicants selected will be subject to a government background investigation and may need to meet eligibility requirements for access to classified information.

Security Requirements/Background Investigation Requirements: 

• Must be a U.S Citizen
• Residency requirement - 3 consecutive years in the last 5 years. 
• Successfully passing a background investigation including drug screening.    

Physical Requirements/Working Conditions:

• Alternate Sitting or Standing at Will: The employee has the flexibility to choose between sitting or standing as needed.  
• Walking/Mobility: Must have mobility to attend meetings.  
• Climbing/Stooping/Kneeling: 0% - 10% of the time. 
• Lifting/Pulling/Pushing: 0% - 10% of the time. 
• Fingering/Grasping/Feeling: Must be able to write type (55 wpm), enter text or data into a computer or other machine by means of a traditional keyboard 100% of the time. 
• Sitting: Sitting for prolonged and extended periods of time.  

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Management may revise duties as necessary without updating this job description.

For more information about the company please visit our website at www.kacecompany.com

KACE is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, disability or any other federal, state or local protected class.

KACE complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to recruiting@kacecompany.com.