Office Management Specialist

Cherokee Federal
401(k)
United States, D.C., Washington
Oct 29, 2024
Office Management Specialist This position requires an active Secret clearance The Office Management Specialist supports a federal office by handling administrative tasks, managing time and attendance, coordinating travel, and maintaining office operations. The role requires managing sensitive information, providing assistance to senior staff, and ensuring office efficiency. Compensation & Benefits: Estimated Starting Salary Range for Office Management Specialist: $120,185.00 Annual Pay commensurate with experience. Full time benefits include Medical, Dental, Vision, 401K, and other possible benefits as provided. Benefits are subject to change with or without notice. Office Management Specialist Responsibilities Include: Process time and attendance on TATEL Serve 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 Assist Deputy Director in tracking assignment and completion of taskers Assist Deputy Director in orienting and on-boarding new employees Assist Deputy Director in data entry for annual performance evaluations of staff via ePerformance software system Provide 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. Order office supplies Keep the office phone lists, safe combination information, and other internal information up to date Maintain Office Director's calendar and schedule meetings Regularly pick up mail in EX office and distribute items to staff Run errands related to State Department business at request of staff members Photocopy/scan and fax documents Arrange conference services for interagency and public outreach meetings, including by: 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 Order office supplies and keep office supply cabinets orderly Make repair, cleaning, and physical maintenance requests as necessary Provide escort to char force Attend weekly staff meetings Take notes during meetings and disseminate meeting minutes to team Maintain team members' business contact lists (e.g. by scanning business cards and maintaining database of contacts) Assist in developing and maintaining office Sharepoint website Serve as Unit Security Officer for office (enforce best practices for avoiding security violations) Proofread and properly format papers prepared by policy team in response to taskings Attends trainings on work-related duties, as need arises Performs other job-related duties as assigned Office Management Specialist Experience, Education, Skills, Abilities requested: Experience & Education Bachelor's Degree with 2 years of government office management experience OR Associate degree with 4 years of government office management experience Communication & Interpersonal Skills: Outstanding interpersonal abilities, with a focus on effective oral communication. Proven customer service expertise. Organizational & Task Management Skills: Strong organizational skills with keen attention to detail, including diligent follow-up on tasks. Ability to operate independently and collaboratively, proactively proposing solutions and methods with minimal supervision. Collaboration & Coordination Abilities: Capable of working with a diverse range of stakeholders, including Office Management Specialists, the Front Office, Executive Office staff, external visitors, and facilities management personnel within the Department of State. Technical Proficiencies: Time and attendance processing using TATEL. Staff travel arrangements through the E2Solutions travel management system, required. Support in entering annual staff evaluations into the ePerformance system. Office supply procurement via the Arriba system. Scheduling and coordinating meetings in Outlook. General word-processing skills. Preferred Knowledge & Skills: Experience in U.S. foreign affairs and policy, particularly related to the Western Hemisphere. Proficiency in Spanish, Portuguese, or French. Familiarity with Department of State policies and procedures. Additional Requirements: Must successfully meet pre-employment qualifications set by Cherokee Federal. Company Information: Cherokee Nation System Solutions (CNSS) is a part of Cherokee Federal - the division of tribally owned federal contracting companies owned by Cherokee Nation Businesses. As a trusted partner for more than 60 federal clients, Cherokee Federal LLCs are focused on building a brighter future, solving complex challenges, and serving the government's mission with compassion and heart. To learn more about CNSS, visit cherokee-federal.com. #CherokeeFederal #LI-SB1 Cherokee Federal is a military friendly employer. Veterans and active military transitioning to civilian status are encouraged to apply. Keywords: Administrative support Time and Attendance Travel coordination Office management U.S. foreign affairs Similar Job Titles: Administrative Specialist Office Coordinator Executive Assistant Program Support Specialist Operations Administrator Legal Disclaimer: Cherokee Federal is an equal opportunity employer. Please visit cherokee-federal.com/careers for information regarding our Affirmative Action and Equal Opportunity Employer Statement, and Accommodation request. Many of our job openings require access to government buildings or military installations. Candidates must pass pre-employment qualifications of Cherokee Federal.