Office Management Specialist
Office Management Specialist Contract Position in the U.S. Department of State Office of Ocean and Polar Affairs
The Office of Ocean and Polar Affairs (OPA) within the Bureau of Oceans and International Environmental and Scientific Affairs (OES) at the U.S. Department of State is seeking an Office Management Specialist contract incumbent. The incumbent would be a professional service contract employee with administrative and advisory support skills within the OES/OPA office and will report directly to the OPA Office Director, and indirectly to the OPA Deputy Director. The incumbent would provide a wide range of administrative support to a large office (over 20 employees) having separate and diverse responsibilities, involving complex issues.
Responsibilities: · Receive, schedule, and make proper disposition of telephone calls coming into the office. · Prepare travel authorizations. Make travel arrangements, including airline and hotel reservations for office staff. Organize passports, visas, and travel advances, as necessary. Complete Electronic Country Clearance (eCC) requests. Upon staff return, prepare and submit travel vouchers. · Prepare and submit bi-weekly time and attendance reports for all officers in OPA, maintain office time and attendance records, and follow-up with personnel to ensure all items are submitted on time and correctly. · Pre-clear and escort visitors, including senior foreign officials, to and from the office. · Assist with scheduling meetings and making logistical arrangements for visiting foreign and U.S. officials. · Arrange meetings, including by reserving meeting rooms, setting up telephone and video conferences, preparing tent cards, and facilitating catering. · Arrange for the delivery and receipt of mail and supplies. · Coordinate all in-office work by third parties, such as cleaning crews and IT services. · Attend office and bureau staff and other meetings as required by either the Director or Deputy Director. · Review incoming correspondence and taskings and forward with necessary information or instructions to the appropriate officers for action. Compose replies as appropriate. · Assist with formatting briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat and OES Bureau. · Assist with the preparation of employee evaluation reports (EERs) in e-Performance. · Develop and maintain a working knowledge of Department computer systems and databases. Ensure that the office’s computer equipment is in working order and liaise with IT, as necessary. · Implement special assignments which require a high degree of tact and diplomacy and comprehensive knowledge of the views of the Director or Deputy Director. · Maintain office files and assist with the retiring of office files.
· Maintain stocks of office supplies, handle purchase orders, work orders, and repair orders for office equipment. · Assist all personnel with accounts and other tasks needed to complete all onboarding and departure requirements. · Maintain office-wide electronic calendars and online and telephone conference lines. · Maintain office-wide email distribution and phone contact lists and organization chart. · Manage other tasks authorized by the Government Task Manager that fall within the scope of this task order. · Maintain office travel budget and assist with preparation of annual office financial plan. · Order business cards for office personnel.
Minimum Qualifications: The contractor should have the following skills and background: · Associate’s degree · Experience in an office management, administrative support, or executive assistant position or similar role is preferred, but not required. · Secret Clearance. · Knowledge of Department of State operations is preferred, but not required. · Office management experience. · Working knowledge of computers and general administrative practices. · The work described herein is primarily sedentary, performed in an office setting. There are no unusual physical demands. · Ability to solve problems. · English language (written and spoken) communications skills. · Ability to manage multiple tasks, coordinate activities in multiple locations, act decisively in daily work, and work well in a diverse team environment. · Strong organizational, communication, and interpersonal skills. · Ability to work independently to assess priorities and manage daily coordination of details with minimal supervision. The duties and responsibilities listed in this job description generally cover the nature and level of work being performed by individuals assigned to this position. This is not intended to be a complete list of all duties, responsibilities, and skills required.
Contract duration and working hours: This task will have a base period of one year with one (1) additional one year option period. It is expected that the incumbent in this position will work 8 hours per day, with a 30-minute lunch break, Monday through Friday, from 8:30 am to 5:00 pm; starting and ending hours may change upon mutual agreement. Some telework may be approved at the discretion of the Office Director. Travel would be rare.
Interested candidates should email their resume to Amanda Williams at WilliamsAC3@state.gov by June 24, 2022.