Office Administrator

23 hours ago

Washington, Washington, D.C., United States The Tatitlek Corporation Full time
Job Title: Office Administrator

Overview

The Office Administrator will provide administrative support to the DRL/FO office, U.S. Department of State, to advance U.S. foreign policy goals pertaining to human rights and democracy around the world.

Key Responsibilities:
  • Support the Assistant Secretary, Deputy Assistant Secretaries, and Senior Advisors in coordinating and assisting with administrative and operational issues, processes, and business needs.
  • Interact regularly with Deputy and Assistant Secretary-level personnel.
  • Represent the DRL/FO by monitoring and reviewing all incoming and outgoing correspondence/action and determining the proper action to be taken.
  • Forward assignments to appropriate staff members.
  • Apply editorial skills and knowledge in proofreading and editing completed work to ensure that the proper clearances and coordination have been obtained.
  • Apply overall knowledge of the office functions to screen and route material of a special interest or sensitive nature directly to the Office Director when appropriate.
  • Maintain DRL/FO calendars and schedule meetings, both internally and externally, and speaking engagements.
  • Ensure time and attendance on Web Time and Attendance via Telecommunications (Web TATEL aka TATEL) is accurate for direct reports and other FO staff.
  • Serve as the Travel Arranger for the DRL/FO individuals as necessary, including preparing travel authorizations, obtaining visas, and making reservations.
  • Assist in data entry for annual performance evaluations of staff via ePerformance software system.
  • Guide the procurement of office supplies via Ariba.
  • Keep office phone lists, safe combination information, and other internal information up to date and distributed on an as-needed basis.
  • Provide courteous and responsive service to visitors and callers, including answering the phone and buzzing visitors into the suite, and escorting visitors for the DRL/FO and others, as appropriate, within the building.
  • Run occasional errands, related to State Department business, for passport and visa-related material as well as photocopying and faxing documents.
  • Track travel and office expenses.
  • Make repair, cleaning, and physical maintenance requests, as necessary.
  • Provide escort to building support staff (e.g. Janitorial, etc.), as appropriate.
  • Maintain business contact lists (e.g. by scanning business cards and maintaining database of contacts) for the DRL/FO.
  • Assist in developing and maintaining the Bureau SharePoint website.
  • Proofread and properly format papers in accordance with pre-determined style submitted for FO review.
Requirements:
  • Exercising independent judgment in performing and executing duties.
  • Making recommendations to promote efficiency and productivity and fulfill mission requirements.
  • Processing time and attendance via TATEL.
  • Arranging staff travel through the E2Solutions travel management software.
  • Managing the DRL/FO performance management process and yearly staff evaluations, including through the ePerformance software system.
  • Procuring office supplies via Ariba system.
  • Scheduling meetings and ensuring appropriate calendar accuracy. General word-processing and other office support functions.
Additional Qualifying Factors:
  • A satisfactory background screening, negative drug test, positive references, and proof of identity and legal authorization to work in the United States and for TTC are required.
  • The Tatitlek Corporation gives hiring, promotion, training, and retention preference to Tatitlek shareholders, shareholder descendants, and shareholder spouses who meet the minimum qualifications for the job.
  • As an equal opportunity employer, The Tatitlek Corporation recognizes that our strength lies in our people. Discrimination and all unlawful harassment, including sexual harassment, in employment is not tolerated. We encourage success based on our individual merits and abilities without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, disability, marital status, citizenship status, military status, protected veteran status, or employment.

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