Office Management Specialist

Responsibilities

• Assist PM/SA staff, including Contractor staff, to: obtain and transfer E2 accounts for office staff; visas, passports, and other documentation required for travel; initiate and process requests for travel authorization for all office staff, track authorizations to ensure airline tickets are purchased in a timely manner; complete travel vouchers and ensure accuracy; and assist with the preparation and submission of expense vouchers for local travel and expenses.
• Serve as a timekeeper for PM/SA staff using Web Tatel system, which includes the submission of bi-weekly time and attendance; presentation of the final report for each pay period including the appropriate signatures for approval; track compensatory time, over time, comp time for travel and troubleshoot discrepancies that arise for PM/SA staff (including Contractor staff).
• Aid the COR in tracking Contractor time and leave in a separate tracker.
• Assist with the arrival of visitors for the PM/SA Director, and their movement through security screening.
• Escort cleaning and maintenance staff throughout office.
• Work with facilities management to maintain office and conference rooms.
• Maintain file documentation and storage according to Department policy, as stated in the Foreign Affairs Manual.
• Scans, faxes, and shreds correspondence as appropriate.
• Ensure continuous operation of office equipment (printers, fax, copier).
• Prepare office correspondence and obtain proper approvals.
• Aid with security clearances and building passes.
• Aid with records management consistent with best practices.
• Aid with onboarding of new or transferring personnel.
• Maintain office organizations charts, phone lists and supplies.
• Maintain a list of desk locations, laptop, and desktop names, including Contractor staff.
• Aid with requesting and coordinating issuance and installation of information technology, including desk phones (secure and non-secure), mobile devices, laptops and desktops, docking stations, and other needs.
• Aid with set-up for office-wide meetings and/or GSO’s monthly learning events.
• Carry out special projects as needed and directed by the COR.

Requirements

• At least two (2) year college degree.
• One (1) to two (2) years in an administrative position within the federal government (preferably the U.S. Department of State).
• Able to work independently.
• Strong research and organization skills.
• Strong interpersonal skills.
• Excellent oral and written communication skills.
• Able to handle multiple tasks simultaneously.
• Strong organizational skills and attention to detail.
• Able to manage multiple ongoing tasks and processes simultaneously.
• Skilled in data entry and computer keyboard commands.
• Must be able to quickly learn how to use proprietary applications and systems for processing administrative requirements such as travel, time and attendance, and procurement.
• Able to use Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
• Must possess ability to compose and staff office correspondence.

Qualifications

• Bachelor's Degree.
• Prior experience working within the Bureau of Political-Military Affairs and Security Assistance (PM/SA).

Security Clearance

U.S. Citizenship. Active Secret-level clearance. A Secret security clearance is required for this position; however, the individual may begin work with an interim Secret security clearance.