Office Administrator

Office Administrator

This position requires an active Secret clearance

The Office Administrator supports a federal office by managing time and attendance, coordinating travel, maintaining office supplies, and assisting with various administrative tasks. The role requires handling confidential information, organizing office operations, and supporting senior staff with calendar management and task tracking

Compensation & Benefits:

Estimated Starting Salary Range for Office Administrator: negotiable

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 Administrator 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
• Assists with administrative support of DRL Front Office or other DRL offices, on
• temporary basis as needed.
• Ensure office electronic and paper files are properly maintained by all staff
• Performs other job-related duties as assigned

Office Administrator Experience, Education, Skills, Abilities requested:

• 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 Administrators, 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
• General word-processing skills
• Must pass pre-employment qualifications of Cherokee Federal

Company Information:

Cherokee Nation System Solutions 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.

Cherokee Federal is a military friendly employer. Veterans and active military transitioning to civilian status are encouraged to apply.

Keywords:

• Administrative support
• Travel management
• Office operations
• Timekeeping
• Calendar management

Similar Job Titles:

• Administrative Coordinator
• Executive Assistant
• Office Manager
• Program Administrator
• 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.