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.
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
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