Office Management Specialist II

4 days ago

Washington, United States Creative Corrections LLC Full time
Description

Creative Corrections is actively recruiting exceptional candidates to be considered for an Office Management Specialist II position located in Washington, DC. This will be a contract role within the U.S. Department of State. The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President's principal foreign policy advisor. The Department of State's mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous, and secure world.

The Bureau of International Narcotics and Law Enforcement Affairs (INL) keeps Americans safe at home by countering international crime, illegal drugs, and instability abroad. INL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systems. These efforts reduce the amount of crime and illegal drugs reaching U.S. shores.

This position is contingent upon award of contract for BPA Call.

POSITION OVERVIEW

TITLE: Office Management Specialist

LOCATION: Washington, DC.

SECURITY CLEARANCE: A Secret security clearance is required for this position; however, the contractor may begin work with an interim Secret security clearance.
CLOSING DATE: December 23, 2024

POSITION DESCRIPTION

INL's Office of Western Hemisphere Programs (INL/WHP) oversees more than half a billion dollars in annual foreign assistance programming in more than 25 countries. INL/WHP directly supports multiple Administration and congressional priorities, including countering corruption, combatting the opioid epidemic, combatting transnational criminal organizations, and addressing security and governance-related drivers of migration. The position incumbent will provide

day-to-day support to INL/WHP management as well as additional INL/WHP staff.

PERIOD OF PERFORMANCE

The period of performance for this order will be one (01) year from the date of award with the option to exercise four (04) one-year option periods, subject to performance, need, and funding.

DUTIES & RESPONSIBILITIES
  • Supports INL/WHP office and office director, and division chiefs.
  • Assists with keeping office and Office Director calendars up-to-date; makes logistical arrangements for meetings; meets, clears, and escorts visitors.
  • Assists lead OMS in general office duties.
  • Makes and receives telephone calls; directs inquiries to appropriate staff.
  • Completes time and attendance requirements for the office.
  • Ensures adequate supplies are available for the office and aids in requesting new supplies when needed; initiates procurement requests for the office.
  • Makes travel arrangements; maintains travel log while staff is on travel; submits travel vouchers upon completion of travel; maintains familiarity with travel regulations to facilitate approvals.
  • Coordinates onboarding of incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and preparing onboarding materials.
  • Coordinates with other INL offices on tasks related to office repairs, new equipment requests, movement of phones or computers, and others.
  • Assists in tracking office deadlines to meet required taskers for bureau and department leadership.
  • Schedules meetings, appointments, calls, and conferences in accordance with INL/WHP management instructions. Ensures preparatory materials reach INL/WHP management in advance of events. Reschedules appointments when it is clear that WHP Director or Deputy will not be able to make a commitment.
  • Follows up on email inquiries and telephone conversations and takes appropriate steps to ensure that necessary action is completed as quickly as possible.
  • Aids in preparing correspondence. Maintains suspense records on all correspondence and action documents and follow up to ensure a timely reply or action.
  • Schedules large meetings and conferences; selects time and location, notifies participants, coordinates escorts and arrival, ensures that all requirement materials and services are provided in a timely manner, attends meetings and takes notes, and prepares reports of the proceedings.
  • Serves as the office records management point of contact, providing updates to the INL/WHP SharePoint site as needed and ensuring appropriate records filing practices, consistent with Department and Bureau guidelines.
  • Serves as note-taker for meetings as required.
  • Other duties as assigned.
MINIMUM QUALIFICATIONS
  • U.S. Citizen or legal U.S. resident.
  • Bachelor's degree from an accredited institution.
  • Knowledge of, and demonstrated experience using, Microsoft Office Suite 365.
  • Knowledge of, and skill in, correct usage of English grammar, spelling, punctuation, capitalization, and style.
  • Demonstrated experience in the use of the telephone and voicemail.
  • Two to four years' experience in relevant field.
  • Proven knowledge of federal policies and procedures.
  • Ability to communicate effectively, both orally and in writing, with a wide range of players.
PREFERRED QUALIFICATIONS
  • Active SECRET security clearance.
  • Demonstrated proficiency in computer and web-based applications including Microsoft 365, SharePoint, Adobe Acrobat, WebEx, and Google Meet.
  • Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, with changing priorities and short turn-around times.
  • Demonstrated ability to provide excellent customer service.
  • Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role.
  • Prior demonstrated executive-level administrative and business process experience.
  • Proven record of contributing to the efficient functioning and sound organization of an office or work unit and experience applying regulations and/or policies to guide work in an office setting.
  • Familiarity with Department of State systems such as TATEL and E2 and with State Department formats.
  • Spanish language proficiency is highly desirable.

LEVEL OF EFFORT

Hours for the position will be the core hours of the Department of State: Monday through Friday, 40 hours per week, 8 hours per day.

TELEWORK

This is a hybrid position that allows for a combination of in-office presence and regular telework. The incumbent's actual in-office and telework schedule will be determined by the COR and CO, based on INL policy, and is subject to change.

POSITION LOCATION

The physical work location is the INL/WHP office at State Annex 1 (SA-01), Columbia Plaza, 2401 E St. NW, Washington, DC 20520.

CLEARANCE REQUIREMENT

A Secret security clearance is required for this position; however, the contractor may begin work with an interim Secret security clearance.

This position is contingent upon award of contract for BPA Call.

ABOUT CREATIVE CORRECTIONS

At Creative Corrections, we strive to create a culture where we are able to attract and retain highly talented and qualified individuals. These relationships are built on trust, respect, and an assurance each person feels valued. We offer a strategic Total Compensation Package for qualified employees. In the end, we recognize that our employees are the heart and soul of the Company and provide the services our customers rely upon.

In addition, we are honored to be a Service-Disabled Veteran-Owned Small Business and are equally proud to be an Equal Opportunity/Affirmative Action Employer, committed to creating a diversified workplace where everyone feels valued and respected because of their differences.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identity, protected veteran status, or any other legally protected status or characteristics.

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