Office Management Specialist

4 weeks ago

Washington, United States Cape Fox Corporation Full time

Share this job as a link in your status update to LinkedIn. Job Title Office Management Specialist Work Location: Washington, DC (Telework/Remote work as needed) Kwaan Tech is seeking a highly qualified professional to join our team in support of a government customer. This position is contingent upon award. Core Duties: Support the office to which assigned and report to the office director and/or deputy director of that office, or to senior Department officials in other offices in the Bureau Maintain the Director and Deputy Director’s calendars and appointments; establish priorities and assure obligations are met Arrange for meetings and conferences and inform participants Compile files/supporting documents on topics to discuss In the senior staff’s absence, maintain a file of correspondence and events of which they should know about, and upon their return, bring such matters to their attention Receive, schedule, and refer calls and visitors from the public and other agency personnel as appropriate Handle requests on behalf of office staff, refer requests they cannot answer to appropriate staff or to correct office or official Schedule appointments for staff members or immediate supervisors and make commitments to attend meetings, luncheons, etc. Prepare travel authorizations for the office director or staff members as requested Prepare trip itineraries and obtain travel expense estimates (i.e., MI&E, taxis, hotels, etc.) Make travel arrangements including airline and hotel reservations using E2 Solutions Organize passports, visas, and travel advances, as necessary Complete country clearance requests Coordinate with State Department and other agencies’ couriers to deliver and pick-up visa letters, applicants, and Passports Upon traveler’s return, prepare and submit travel vouchers; follow up with Travel staff to ensure all travel documents have been submitted properly and on time (i.e. within 5 days) Pre-clear and escort visitors, including senior foreign officials, to and from the office; assist with scheduling meetings and making logistical arrangements for visiting U.S. officials; arrange and schedule meetings, including reserving meeting rooms, setting up telephone and video conferences, preparing tent cards, and obtaining catering Assist with formatting briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat. Assist with the preparation of employee evaluation reports (EERs) Develop and maintain a working knowledge of Department computer systems and databases Ensure that the office’s computer equipment is in working order Develop and/or maintain contacts in other offices to facilitate meeting management and problem-solving Serve as timekeeper for the office to include maintaining Time and Attendance (T&A) for commonly used pay plans and types of leave, verifying the allowability of various hours changed on T&A reports, reviewing the reports for appropriate signature, initials and required supporting documentation, and advising supervisors of discrepancies, and correcting actions as needed Maintain time keeping records Monitor office supplies and equipment, and maintain an inventory by ordering through the Department systems such as the Integrated Logistics Management System (ILMS) and submitting repair orders as required Monitor and pickup mail and route to the appropriate employee Travel Requirements 0 - 10% Job Requirements Requirements: Associate’s Degree (or higher) preferred, but not required Experience as an executive assistant or office manager working under pressure Expert verbal and written communication skills and strong interpersonal skills Expert knowledge of Microsoft programs including Outlook, Excel, Word and PowerPoint, and other commonly used programs and applications Expert knowledge of calendar and appointment management Ability to draft and finalize emails, notices, and reports Ability to work under pressure with tight deadlines Ability to work proactively, engaging with office colleagues and others to accomplish work requirements Knowledge of Department of State management operations (both domestic and overseas) preferred but not required Must have an Active Secret Security Clearance Location Washington, DC (DOS - HST Bldg.) - Washington, DC 20520 US (Primary) #J-18808-Ljbffr

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