Office Management Specialist

4 weeks ago

Washington, United States Alutiiq Full time
Taxable Entity

ALUTIIQ INFORMATION MANAGEMENT LLC

Job Title

Office Management Specialist

Location

DC Washington - Washington, DC 20226 US (Primary)

Category

Administrative Support

Job Type

Full-time

Typical Pay/Range

$130,000 to $140,000

Education

Bachelor's Degree

Travel

Security Clearance Required

TS

POSITION OVERVIEW AND PRIMARY DUTIES AND RESPONSIBILITIES (ESSENTIAL FUNCTIONS):

  • The incumbent supports the Directors and Deputy Directors and the teams as needed in managing projects and initiatives throughout the office.
  • Provides administrative support to the Directors, Deputy Directors, and team members with travel requests, vouchers, Memos to be drafted, supply requests, and time keeping, among other administrative tasks including scheduling TEAMS meetings and organizing TEAMS and other knowledge management folders. The incumbent will also do equipment order and inventory, as well as manage the team Directors' calendars, while supporting the deputy director and other team members with scheduling meetings/conference calls/SVTCs/other.
  • Updates the office Shared Point Sites
  • Administer the preparation of materials for use by the Directors and Deputy Directors, at high levels and sensitive meetings and conferences, gatherings, and for public appearances both within the United States and abroad.
  • Maintain liaison with senior officials' OMS, both within and outside of the Department.
  • Oversee the Directors' calendars to ensure that priority needs are considered and met.
  • Review, analyze, and screen incoming correspondence, routing issues of overriding and central importance to the Directors, Deputy Directors, and all other correspondence to other appropriate staff members.
  • Make independent decisions on selected matters that can be resolved with own expertise. If necessary, work closely with FO GEC staff assistants to coordinate response on GEC paper. Assist with logistical planning for the Directors' and Deputy Directors' (and as required other team representatives) participation in meetings. Plan, design and prepare creative visual presentations using Power Point, Visio and other state-of-the-art applications.
  • Escort officials to see the Directors, Deputy Directors, other team members, to ensure that they get to their meetings in a timely manner. Submit Visitor Access Requests.
  • Screen visitors and telephone calls for the Directors (and Deputy Directors as needed).
  • Assist with travel arrangements of Directors, Deputy Directors and relevant team members, and prepare travel vouchers for reimbursement for all, upon returning from travel.
  • Assist with office functions, planning, and logistical support.
  • Provide backup support to the partner OMS administrative support to office staff from travel, time keeping, supplies and equipment order and inventory, as well as manage office calendar.
  • Help manage the maintenance of Front Office paper and electronic files, if needed.
  • Facilitate internal meetings, training sessions, and discussions related to GEC administrative policy and procedures.
  • Determine distribution and deadlines for items requiring the Director's and Deputy Director's attention.
  • Assists in T&A for office
  • Security/clearance passing Qualifications
  • Help with onboarding of new members to the Iran team, by coordinating closely with the HR team.
REQUIRED QUALIFICATIONS AND EXPERIENCE:
  • Department of State experience highly preferred.
  • Experience in tracking document flow and clearance processes and distribution of documents to appropriate personnel.
  • Familiarity with database management and analyses of quantitative and qualitative data (involving various data sources) and results reporting.
  • Familiarity with principles and practices of knowledge management.
  • Experience in formulating and writing policies, processes, and procedures.
  • Experience in developing data logs and reports (with quantitative and qualitative data).
  • Demonstrated skills in database management, data entry, mining and analysis, and reporting.
  • Ability to learn and work with database applications.
  • Demonstrated skills or knowledge of global internet access and research capabilities.
  • Demonstrated skills in program administration, operating procedures, oversight, and monitoring.
  • Experience in program administration, operating procedures, oversight and monitoring.
  • Facility with standard software, including the complete Microsoft Office Suite (Word, Excel, Access, PowerPoint, SharePoint), and an ability to learn and work with other software, as well as database applications.
  • Strong, timely and precise organizational skills and multi-tasking abilities.
  • Strong critical and creative thinking and analytical skills.
  • Strong written and oral communication skills.
  • Strong ability to work independently, with minimal supervision, and multi-task in a high volume, fast-paced work environment.
  • Strong ability to also have a flexible, team-oriented approach to work.
  • Excellent ability to build and maintain strong working relationships with colleagues.
  • Exposure to U.S. foreign affairs agencies and/or international organizations.
  • Active security clearance at the Top-Secret level with ability to obtain SCI access.
  • Foreign language skills are preferred but not required.
  • A Bachelor's Degree is preferred, but not required for this position.
  • The contractor will have a good command of professional communications, especially the written and spoken word.
  • Other required skills are strong writing skills, especially the ability to convey technical concepts in non- technical language for peers, senior officials, and outside audiences; strong verbal communication skills; willingness to work to tight deadlines; ability to work effectively as part of a multicultural and interagency team; command of Microsoft Office applications.
  • The contractor will be flexible, adept at multitasking, and able and willing to build new skills and knowledge in a rapidly evolving political and technical environment.


Afognak Native Corporation, Afognak Commercial Group, LLC, and their subsidiaries are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and related medical conditions), gender expression or gender identity (including transgender status), sexual orientation, marital status, military and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information or any other characteristic protected by applicable federal, state or local laws ("protected status").

The pay range information provided is a general guideline. The pay rate offered will be determined based on the candidate's experience and qualifications, as well as geographic locations, market data, and other business considerations, as permitted by law.

Our full range of benefits include medical, dental, vision, disability protection, life insurance, prescription coverage, voluntary benefits, paid leave, and 401(k) retirement. Positions covered by the McNamara O'Hara Service Contract Act (SCA), Davis-Bacon Act (DBA), or a Collective Bargaining Agreement (CBA), or Fair Labor Standards Act (FLSA) will comply with the statute or CBA requirements as well as other client-customer contract requirements (all benefits are subject to eligibility requirements). For more information, please visit our Company's Career page.

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