Office Administrator

ATSG Corporation•Washington, DC

4d•Onsite

About The Position

The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President’s principal foreign policy advisor. The Department of State’s mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous and secure world. INL keeps Americans safe at home by countering international crime, illegal drugs, and instability abroad. INL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systems. These efforts reduce the amount of crime and illegal drugs reaching U.S. shores. INL’s Office of Global Policy and Programs (INL/ACB) leads the Bureau’s policy development and transnational program management in the areas of anticrime and counternarcotics. INL/GPP is responsible for working on these issues with various counterparts across the Department of State and within the U.S. interagency, including the White House, Department of Justice, the Drug Enforcement Administration, the Department of Homeland Security, U.S. Customs and Border Protection, and the Department of the Treasury. In addition, international organizations, non-governmental organizations, and the private sector also form key partners in INL/GPP efforts. INL/GPP manages an annual foreign assistance budget of over $120 million. Based on a thorough knowledge of the responsibilities of the Director and Division Chiefs, and the Office, the Administrator performs a variety of responsible duties, which relieve these managers of administrative details and facilitate obtaining requested data in the performance of these responsibilities.

Requirements

U.S. resident
A Bachelor’s degree from an accredited institution
Two to eight years’ experience in relevant fields
Knowledge of, and demonstrated experience using, Microsoft Office Suite
Knowledge of, and skill in correct usage of, English grammar, spelling, punctuation, capitalization, and style
Demonstrated experience in the use of the telephone and voicemail

Nice To Haves

Demonstrated ability to communicate effectively orally and in writing
Demonstrated ability to establish and maintain effective relationships
Demonstrated ability to provide customer service
Demonstrated ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times
Demonstrated knowledge of foreign policy issues or processes
Demonstrated knowledge of criminal justice issues or processes
Demonstrated knowledge of foreign assistance issues or processes

Responsibilities

Prepares correspondence, reports, and other documents.
Accurately prepares correspondence, reports, or similar materials from handwritten or electronic drafts, assuring correct grammar and formatting.
Initiates request for required changes to originator and reference as per correspondence manual.
Ensures that requirements for classified material are accurately followed, where applicable.
Responsible for the format, procedural and grammatical accuracy, typographical accuracy, and any necessary attachments.
Responsible for ensuring documents have been cleared by all appropriate staff and are procedurally correct.
Maintain current knowledge of established procedures for the preparation and clearance of correspondence, action documents, etc., and keep staff members informed.
Maintains, updates, and upon request, leads comprehensive reformation of office SharePoint.
Reviews SharePoint of other offices to identify best practices.
Keeps roster and key documents sections updated.
Establishes and maintains an accurate Employee Master Time and Attendance Record for each assigned employee on a bi-weekly basis.
Ensures that each pay record is supported by appropriate documentation.
Advises staff members on time and attendance policies and procedures.
Ensures that data is timely and accurately submitted to the National Finance Center.
Serves as liaison with the Human Resources Branch staff in resolving time and attendance discrepancies.
Locks all Time and Attendance material in an area away from general contact with other employees.
Ensures that the COR or Direct Hire has reviewed all timesheets.
Tracks requests for review and clearance addressed to the office director, and flags action needed to ensure office director can prioritize and complete requests in a timely manner.
Prepares forms, which need not be composed by other employees in the office.
Schedules meetings, appointments, and conferences in accordance with supervisor's instructions.
Reminds supervisor and others of scheduled events to ensure prompt and timely attendance.
Reschedules appointments when it is clear that the supervisor will not be able to make all commitments.
Contacts other personnel to attend meetings in lieu of the supervisor, when necessary.
Assembles indicated background material for staff members’ use and, as required, attends to take notes and prepare detailed or summary reports of proceedings.
Identifies interlocutors in other parts of the bureau and department, particular INL/SAO and establishes relationships with them, corresponding to the main functions with which the incumbent works, such as space, travel, supplies, sharepoint, etc.
Establishes an understanding of the nature of the office’s main interlocutors in the inter-agency community and White House.
Creates and maintains an office key contacts lists.
Receives visitors and phone calls.
Accurately determines the nature of the request and refers callers to appropriate staff.
Personally answers routine and non-technical request for information and provides correct information when routine procedural matters are involved.
Takes notes from telephone conversations and follows up accordingly with minimal direction.
Prepares memos or production requests and takes other appropriate steps to ensure that necessary action is initiated and subsequently assures that such action is completed as quickly as possible.
Follows up and assures proper execution of all commitments made and obligations incurred in telephone conversations, personally make necessary contacts with the officials and individuals concerned.
Responsible for ensuring that requests for action or information are made known to responsible Office staff personnel who can satisfy the request.
Decides whether important or emergency matters should be brought to the Supervisor's attention when absent, but accessible.
Reads incoming publications, regulations, and directives, which may be important to the activities of the staff.
Refers those of importance or interest to the Supervisor.
Receives requests from other organizations within the Department of State for information concerning Office programs.
From available background data, assembles requested information or follows up to ensure that staff members submit required answers within the specified time.
Prepares regular and special records such as time and attendance, leave, amount of classified material present in the offices, etc.
Prepares similar paper work to ease the flow of work through the office and provides the supervisor with current information in readily accessible form.
Receives and reviews incoming mail, screening those items, which can be handled personally and determines which items should be brought to the supervisor's attention, forwarding the remainder to the staff for action.
Reviews outgoing mail for attachments, dates and signatures.
Maintains suspense records on all correspondence and action documents and follows up to ensure a timely reply or action.
The Administrator is responsible for ensuring that all outgoing correspondence is in the proper format and in conformance with office policy and in correct grammatical composition.
Makes travel arrangements based on general travel intentions, known preferences of the traveler and in accordance with appropriate travel regulations.
Accurately prepares travel orders.
Completes or tracks completion of passport requests, visa submission, vaccinations, pre-travel security requirements, e-country clearance, and funding and ticketing of travel.
Schedules transportation and hotel/Government quarters reservations in a timely manner.
Notifies organizations and officials to be visited, keeps in touch with the staff en-route, tracking the completion of thank-you letters (as appropriate) after the staff member's return.
Effectively deals with security issues.
Inputs officers’ vouchers into the travel system.
Monitors voucher processing through payment system.
Establishes liaison and maintains good relations with travel unit, and advises staff members on proper travel policies and procedures.
Demonstrates initiative and good judgment in making arrangements on short notice, and in troubleshooting prior to travel and during travel.
Prepares written materials for travel, and coordinates with control officer for production of trip book or other background materials.
Compiles trip book in a timely and accurate manner, in a format consistent with office practice.
As requested or on own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data, and makes preliminary analysis for the supervisor or other staff officers as appropriate.
Helps prepares correspondence, forms, reports, cables or other documents, utilizing computer systems, ensuring correct punctuation, capitalization, spelling, grammar, and conformance to style.
Assigns, and follows up to ensure timely and complete submission of information by program teams, and prepares, a bimonthly forecast of upcoming activities by the office’s “implementing partners” globally, to be shared with the entire bureau.
Disseminates results and posts in a manner accessible to the entire bureau.
Upon request, reviews format and proposes and institutes reforms to the approach, including in light of more effective tech platforms suited to the task.
Schedules meetings and conferences.
Selects time and location, notifies participants, ensures that all required materials and services are provided in a timely manner, attends the meetings and takes notes, and prepare reports of the proceedings.
Secures and maintains bios and publicity style photos for office principles.
Provides advice and guidance to staff on applicable procedures, instructions and other regulations to the clerical personnel assigned to the office.
Provides initial troubleshooting of office tech issues, as appropriate, and liases with Department IT specialists to ensure resolution.
Establishes and maintains office records of various types that may be needed or will assist in the efficient operation of the office.
Ensures files have all pertinent documents and signatures.
Accurately purges files or performs other file disposition actions in accordance with established procedures.
Where appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received.
Assists staff to utilize appropriate system (unclass folders, Outlook, SharePoint, etc) as needed to store files and records.
Serves as office unit security officer.
Completes required orientation.
Establishes liaison with bureau security officer.
Coordinates and oversees office close of business security sweep, and maintains relevant records.
Safeguards safe access information.
Briefs new officers on office security arrangements and emergency evacuation protocols, and periodically reminds entire office as to procedures.
Serves as anchor in emergency evacuation rallying point and assists managers with establishing head count.
Requisitions office supplies, printing support, and related materials, tracking needs and soliciting office for input.
Prepares and submits requisitions and tracks requisitions for timely completion.
Stores supplies and ensures their adequate organization.
Assists in preparation for move of individual offices or entire office.
Tracks seat assignments, assists in seating assignments by managers, flags emerging conflicts or needs relating to space assignment and recommends resolutions.
Maintains and updates staff lists including regular and emergency contact and related information.
Ensures up to date staffing is reflected in workspace labeling, entryway public phone and personnel list, emergency contacts list.
Provides updated org chart.
Initiates Ariba procurement requests and similar actions.
Prepares and maintains onboarding and exit packages and checklists for new and departing employees, respectively.
Coordinate the in-processing of new employees, establishing badging, building access, E2 registration, email and computer access, business cards, etc.
Upon request, leads informal tiger team to review and comprehensively revised onboarding checklist for new officers.
Contributes to and ensures updates of the office “new officer handbook.”
Attends upon request in-person virtual meetings related to the work of the office, preparing notes or readouts.
Notes are accurate and an effective summary of the matters discussed.
Reviews and updates office group email distros; recommends creation of new distros and implements.
Provides initial review of implementer reporting or similar materials, preparing summaries or highlighting key issues for review of program officers.
Assists in the preparation of basic budget and obligation documents and charts.
Tracks clearance of budget and other documents and office wide budget taskers as needed.
Provides support to division or office cross-cutting team, including development of procedures, division of labor, and completes office coordination tasks.