Office Manager I

2 weeks ago

Washington, United States Cherokee Federal Full time

**Office Manager I**

**This position requires an active **Secret **clearance or ability to obtain a **Secret **clearance.**

**Compensation & Benefits**:
Estimated Starting Salary Range for **Office Manager I**: $115,000-$117,000

Pay commensurate with experience.

**Office Manager I Responsibilities Include**:

- Scheduling the Deputy’s internal and external meetings; handling the Deputy’s travel arrangements, including but not limited to preparing travel authorizations, booking flights, hotels, coordination of ground transportation, submission of E-Country Clearances, processing visas, passport memo requests, and other travel-related documents; drafting routine correspondence; filing correspondence and other documents for the Deputy’s ready reference; tasking assignments to Deputy’s subordinates and tracking the status; organizing briefing materials for the Deputy; and tracking assignments tasked to the Deputy and corresponding deadlines;
- Provide back-up administrative support to the Director or Acting Director in the absence of the Director’s Special Assistant;
- Front desk coverage, including answering the telephone and directing the caller to an appropriate contact within S/OCR, checking the voice mailbox and promptly responding to messages, greeting and escorting visitors, providing basic information about the office to walk-in visitors and directing them to an appropriate contact within S/OCR;
- Handle time and attendance for entire office (37 employees); submit required documents every two weeks via the Department’s electronic time and attendance platform;
- Routinely check office supplies and printer toner and paper and order supplies as needed;
- Process ingoing and outgoing mail; ensure incoming mail is opened promptly, scanned, and forwarded to the appropriate division for handling;
- Ensure burn bags are appropriately handled; label and take bags to disposal facility;
- Plan domestic and international travel for S/OCR employees conducting training and investigations, including but not limited to preparing travel authorizations, booking flights, hotels, coordination of ground transportation, submission of E-Country Clearances, processing visas, passport memo requests, and other travel-related documents;
- Liaise with S/ES-EX for technology support and maintenance requests;
- Serve as the POC for the S/OCR conference rooms, including handling reservations and ensuring access for parties with reservations;
- Schedule virtual and in-person office meetings; ensure sign-language interpreter is present if required;
- Handle new employee on-boarding, including requesting office equipment, ensuring access to appropriate distribution lists, and assisting with identification badges and computer access;
- Update S/OCR organizational chart and phone rosters as necessary to reflect current information;
- Establish and maintains the office SharePoint for purposes of providing external information and internal record keeping;
- Send FOIA and Privacy Act requests to all S/OCR employees; compile responsive documents and forward to Privacy Office;
- Maintain office-wide SOPs; and
- After taking PT171 Basic EEO Counselor Training, conduct initial intake interviews of employees initiating the EEO process; respond verbally and in writing to employee inquiries about the process. Performs other job-related duties as assigned

**Office Manager I Experience, Education, Skills, Abilities requested**:

- Some post-secondary education required; Associates Degree or higher preferred.
- Requires an active SECRET Security Clearance or the ability to obtain one
- Two (2) years or more work experience in fast-paced government office with rapidly shifting priorities and tight deadlines
- Current or prior State Department experience in a Front Office strongly preferred.
- Ability to manage multiple tasks, coordinate activities, act decisively, and work well in a multi-cultural team environment.
- English language (written and spoken) communication skills.
- Strong organizational, communication, interpersonal, and computer skills.
- Expertise in anticipating organizational needs and creating office management structures to improve program flow; streamline the process for the Deputy’s calendar, ensuring alignment with policy priorities to boost productivity.
- Ability to work independently to assess priorities and manage daily coordination of details with mínimal supervision; meet deadlines and use time and resources efficiently and effectively to successfully accomplish tasks with mínimal oversight.
- Experience coordinating travel logistics, including but not limited to preparing travel authorizations, booking flights, hotels, coordination of ground transportation, submission of E-Country Clearances, processing visas, passports, and related documents. Knowledge of Department of State travel systems (E2 Solutions, E-Country Clearance) preferred.
- Fluent in the Microsoft Office Suite of products.
- Proficiency i

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