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Office Administrative Support Specialist

1 month ago

Washington, United States Delaware Nation Industries Full time

Overview:

The Office of Public Outreach in the Bureau of Oceans and International Environmental and Scientific Affairs (OES/PPO) has a requirement for Office Administrative Support Specialist full-time support services.

The Contractor shall provide support services to the Office of Policy and Public Outreach in the Bureau of Oceans and International Environmental and Scientific Affairs (OES/PPO). OES/PPO supports the work of 12 Regional Environmental Officers at overseas environmental hubs and maintains communications with a network of environment, science, technology, and health (ESTH) officers at embassies around the world, providing policy guidance and support. OES/PPO is the bureaus press and public affairs office, coordinating all media contact, providing press guidance to the Department, and creating social media content for dissemination on multiple platforms. The position serves as the Senior Office Management Specialist (OMS)/Project Manager, a key team member providing administrative and programmatic support functions to the office. The OMS serves a team of 14 employees, and reports directly to the Deputy Director, and indirectly to the Office Director.

Responsibilities:

Carry out special assignments that require a high degree of tact and diplomacy and require a comprehensive knowledge of the OES Bureau and State Department procedures.
Prepares orientation information for new employees (this includes obtaining/ensuring proper security briefings, official badges, supporting the new employees clearance process, getting employees access to Department classified and unclassified computer systems, including shared drives, appropriate distribution lists and shared office calendars, and obtaining proper access to E2 Solutions.
Assists with visitors at the Harry S Truman Building, arranging appropriate level escorts and greetings, ensuring their movement through security screening and pre-registration.
Manages office documentation and storage according to applicable foreign affairs manual (FAM).
Manages office equipment (printers, fax, copier), ensures efficient ordering and use of office supplies and supplies for events.
Prepares office correspondence and obtains proper approvals (signatures and permissions)
Manages Office travel. Initiates and processes requests for travel authorization for all members of the office ensuring all travel rules and procedures are followed. Understands and manages visas, passports, and other documentation required for travel. Tracks authorizations to ensure that airline tickets are purchased in a timely matter
Completes travel vouchers and ensures accuracy. Prepares and submits expense vouchers for local travel
Is OES/PPO liaison with travel office and ensures funding and logistical support for travel.
Tracks representational funds, advising on events and working to ensure contracts are appropriate and ensuring that reimbursements are processed
Coordinates with protocol, the General Services Management office, conference room coordinators, Facilities Management office, 8th floor managers, and caterers to secure support for public outreach activities.
Coordinates with EX on representational funding for many public outreach events.
Manages event invite and access lists and deadlines, using a RACI Matrix for team coordination. Checks in with persons that are responsible for each duty.
Tracks event participation and guest lists.
Draft invitations to large events, send out personalized invitations and track responses and RSVPs using best available technology platform.
Bring new innovation and tools to event management, coordinate with the FAN team and IMD team to create worksheets that OES/PPO can use for quizzes, signups and surveys that are distributed before and after events.
Other office management duties and trainings as assigned
Help create a contact data base system for the office.
Perform Internet searches for press and media reports, compiling them for Bureau staff.
Assist in developing and maintaining office SharePoint website.
Process time and attendance on the TATEL system.
Assist Deputy Director in tracking assignment and completion of taskers.
Assist Deputy Director in data entry for annual performance evaluations of staff via ePerformance software system.
Obtain Public Affairs Bureau clearances for documents and for interviews with OES officials.
Keep the office phone lists, safe combination information, and other internal information up to date.
Maintain Office Directors calendar and schedule meetings.
Arrange conference services for interagency and public outreach meetings, including by: pre-clearing visitors into the building, scheduling conference rooms; verifying participation and helping escort visitors; creating name tent cards; assembling briefing books; making lunch or refreshment break reservations.
Serve as OES/PPO administrative liaison to OES/EX and the rest of the Department.
Perform other duties as assigned.
Train with the Under Secretarys staff on standard operating procedures for travel and other administrative requirements
Serve as the offices Unit Security Officer- in charge of keeping office up to date with changes in security protocol, requesting badge access, and reporting any security violations
Find venue space and contacts for events.
Contact and order pipe and drape, catering and any technology support for events.
Set up meetings and schedule walkthroughs with everyone involved in the planning and logistics of the event.
Submit DS 1141 to GSM for equipment
Coordinate logistics, materials, and program management tools for conferences
Offer program support to other offices hosting events throughout the bureau.
Gather information from participants for registration and building entry.
Work with DS to pre-clear guests for each event.
Send out invitations for each event.
Work with EX to secure representational funds to support the events.
Maintain large contact list with contacts from a wide range of stakeholders.
Order and create name badges and table tents and handouts for projects.

Qualifications:

High level of competency with office computer functions, including TATEL, Excel, and E2, and willingness to learn new IT skills.
Excellent interpersonal and oral communication skills.
Excellent customer service skills.
Strong organizational skills and attention to detail, including follow-up on pending tasks.
Ability to operate significantly under own initiative and as part of a team, crafting proposals and recommending effective approaches to tasks with minimal guidance.
Ability to work with a wide variety of actors, including other Office Management Specialists, the Front Office, the Executive Office staff, outside visitors, and facilities management at the Department of State.
Must possess and maintain an active Secret clearance.
Must possess ability to compose office correspondence and can prioritize responsibilities.
Must be able to work independently.
Proficiency in Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.