Office Management Specialist
Location: Washington, District of Columbia, United States
Requisition Number: 3599
Position Title:
External Description:
Office Management Specialist
Washington, DC 22202, USA Req #3599
Wednesday, April 7, 2021
Summary
These positions reside in The Bureau of Intelligence and Research (INR), a bureau of the Department of State and
a member of the Intelligence Community (IC). Each office has its own unique OMS needs.
The OMS in these positions
will be managed by the Office of the Executive Director and provide support to INR offices as assigned. The OMS will be expected
to deliver overall office management support to the Director and staff of the INR element to which they are assigned and provide
support general business operations of the organization. This will include administrative and business management support
to include general office management, screening visitors, mail distribution, maintaining official records, travel coordination,
escorting, ordering office supplies, answering telephones, managing the Director's office calendars and contact lists, time
and attendance processing and tracking office correspondence through to completion.
Due to the nature of the mission
of The Bureau of Intelligence and Research (INR)OMS's mission, individuals on this task will be expected and required to exercise
discretion and use independent judgement in handling sensitive materials and information and to that extent the customer intends
to provide additional training in this area once the OMS's are on board. Due to the specific nature of the work, professionalism
and reliability are also very important.
Essential Functions
• Provide overall office management
support to the Director and staff to which they are assigned and support the general business operations of the organization.
• Receives visitors and telephone calls; determines the nature of the visit/call; determines which visits and
calls can be handled personally and whether referral to the supervisor or other staff is required. The contractor is authorized
to give out routine and/or special information to visitors/callers upon determining clearance level.
• The work
is usually performed in an office setting inside a Sensitive Compartmented Information Facility (SCIF). The contractor maintains
a secure office environment and escorts visitors in accordance with security procedures.
• Maintains the daily
calendar and schedules the activities of the staff. The contractor independently establishes priorities, appointments, meetings,
or representation by subordinates. Advises the supervisor of appointments and other commitments that might have a bearing
on future decisions.
• Plans for meetings and conferences including location and time, informs all participants
of arrangements and provides background information to them as required. Maintains a list of all participants. The contractor
takes notes and reports action taken to appropriate staff members, then follows up to ensure necessary action is completed.
• Controls all correspondence; receives incoming classified and unclassified mail, and determines whether correspondence
ought to be brought to the attention of the Director, referred to appropriate staff, or handled personally.
•
Reviews correspondence and documents prepared for the Director's signature for conformance with policy and regulations, as
well as for correct grammar and format; obtains clearances, referenced materials, and background information as required;
composes non-technical, routine correspondence on own initiative as necessary.
• Plans for travel of the Director
and staff, including scheduling of all appointments, securing travel and hotel reservations, passports, visas, and travel
advances; Submits travel authorizations for approval in E2 for office Director and staff. Prepares and submits vouchers from
travel diaries and notes upon their return.
• Serves as liaison for the Director, staff, and other offices in
the Bureau and the Department; ensures the staff is informed of the Director's plans and commitments; tracks issues and papers
assigned to staff members and informs Director of status; informs staff members of the Director's instructions and requests.
• Establishes and maintains the Director's personal files; searches for difficult-to-obtain information; compiles
data; summarizes information relevant to a issue; archives classified files according to established procedures.
•
Prepares letters, reports, office instructions, etc., from rough draft or general outline presented by the supervisor. The
contractor is responsible for the correct spelling, punctuation, grammar, and format of completed work.
• Performs
additional assignments, studies, and special projects at the direction of the supervisor.
• The incumbent may
be assigned to provide similar administrative support services to other offices within the Bureau should the need arise.
•
Plans and coordinates a variety of service functions essential to the orderly and efficient operation of assigned office activities
in the areas of procurement, conference planning, and prepares travel budget estimates and justifications of purchases.
• Compliance with laws, directives, and regulations.
Specialized Requirements
• Knowledge
of software packages MICROSOFT OFFICE, OUTLOOK, EXCEL, WORD, POWERPOINT and ACCESS
• Knowledge of various automated
management systems and software packages, including the Department's ARIBA/ILMS and E2 systems
• Familiarity
with Department manuals, circulars, instruction, and directives
Competencies
• Excellent communication,
administrative and management skills.
• Excellent organizational skills and attention to detail.
•
Excellent interpersonal skills managers, and customer support.
• Strong analytical and problem-solving skills.
Supervisory Responsibility
None required for this position
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers,
phones, photocopiers, filing cabinets and fax machines.
Physical Demands
The physical demands described
here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside
the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office
productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas
by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other
workers accurately, loudly, or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.
While performing the duties of this job, the employee
is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or
feel; and reach with hands and arms.
Position Type/Expected Hours of Work
• This is a full-time
position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.
• Exact work schedules,
including workdays and hours, will be determined with the office assigned and/or the Government Technical Manager.
• Contractor will be expected to integrate schedules with existing government staff to ensure full coverage of these
functions on a daily basis (Monday - Friday).
Travel
No travel required
Experience
• Previous OMS experience within the US Department of State or equivalent federal or government agency is highly
desired.
• At least five (5) years of experience working in a administrative function.
• Experience
working with travel and associated processes is preferred.
• Knowledge of DoS travel procedures and systems
is highly preferred.
Education
• Bachelor's degree preferred.
Security Clearance
Top Secret/SCI required
AAP/EEO Statement
All Native Group is an equal opportunity employer.
All applicants are considered without regard to age, sex, race, national origin, religion, marital status, or physical disability.
However, preference may be extended to persons of Indian descent in accordance with applicable laws.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties
or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at
any time with or without notice.
#LI-SF1
Other details
- Job Family Administrative and Facilities Services
- Pay Type Hourly
City: Washington
State: District Of Columbia
Community / Marketing Title: Office Management Specialist
Company Profile:
Location_formattedLocationLong: Washington, District Of Columbia US
CountryEEOText_Description: US EEO Verbiage