logo

View all jobs

Office Management Specialist

Washington, DC
Competitive Innovations, LLC (CI) is seeking an Office Management Specialist to support the Office of International Religious Freedom (IRF) in the Office of the Undersecretary for Civilian Security, Democracy and Human Rights (J).  This is a full-time position located in Washington, D.C.

Responsibilities:

Working under the direction of the Deputy Director and Office Director, the Office Management Specialist supports the J/IRF office by: 
 
  • Processing time and attendance on TATEL 
  • Serving as the Travel Arranger for team members, including preparing travel authorizations, obtaining visas and making reservations; working with the OES-DRL/EX Travel Team in closing out travel vouchers and uploading receipts 
  • Assisting the Deputy Director in tracking assignment and completion of taskers 
  • Assisting the Deputy Director in orienting and on-boarding new employees 
  • Assisting the Deputy Director in data entry for annual performance evaluations of staff via ePerformance software system 
  • Providing courteous and responsive service to the Office Director, Deputy Director, staff, visitors and callers, including by answering the phone and buzzing visitors in to the suite, and escorting visitors within the building. 
  • Ordering office supplies and keeping office supply cabinets orderly 
  • Keeping the office phone lists, safe combination information, and other internal information up to date 
  • Maintaining the Office Director’s calendar and scheduling meetings 
  • Regularly picking up mail in the EX office and distributing items to staff 
  • Running errands related to State Department business at the request of staff members 
  • Photocopying/scanning and faxing documents 
  • Arranging conference services for interagency and public outreach meetings, including: pre-clearing visitors into the building, scheduling conference rooms; verifying participation and helping escort visitors; creating name tent cards; assembling briefing books; making lunch or refreshment break reservations 
  • Making repair, cleaning, and physical maintenance requests as necessary 
  • Providing escort to char force 
  • Attending weekly staff meetings  
  • Taking notes during meetings and disseminating meeting minutes to team 
  • Maintaining team members’ business contact lists (e.g. by scanning business cards and maintaining database of contacts) 
  • Assisting in developing and maintaining office Sharepoint website 
  • Proofreading and properly formatting papers prepared by policy team in response to taskings 
  • Attending training classes on work-related duties, as need arises 
  • Other duties as assigned, to include research, analysis, drafting and clearing documents

Minimum Qualifications:
 
  • Active Security Clearance:  Secret
  • Bachelor’s degree plus one year of related work experience.
  • Excellent interpersonal and oral communication skills. 
  • Excellent customer service skills
  • Strong organizational skills and attention to detail, including follow-up on pending tasks  
  • Ability to operate significantly under own initiative and as part of a team, crafting proposals and recommending effective approaches to tasks with minimal guidance. 
  • Ability to work with a wide variety of actors, including other Office Management Specialists, the Front Office, the Executive Office staff, outside visitors, and facilities management at the Department of State. 
  • Ability to process time and attendance via TATEL
  • Ability to arrange for staff travel through the E2Solutions travel management software system
  • Ability to support the deputy director in inputting yearly staff evaluations into the ePerformance software system                            
  • Ability to procure office supplies via Ariba system
  • Ability to schedule meetings via Outlook 
  • Preference for experience with US foreign affairs/policy
  • Preference for familiarity with the Department of State policies and procedures
  • Qualified candidates that are HUBZone residents, preferred (check your status here:  https://maps.certify.sba.gov/hubzone/map#center=39.828200,-98.579500&zoom=5)

Share This Job

Powered by