Office Administrator

Totally Joined For Achieving Collaborative Techniques•Washington, DC

About The Position

TJFACT is seeking a well-versed Office Administrator to support the Department of State – INL/ACB/CCM , in Washington, D.C. ! This position is equivalent to an Administrative Assistant LVL 2. Please note this role a TPC and is contingent upon a contract award. 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. Citizen
Active security clearance status.
A Bachelor's degree from an accredited institution
Two (2) to eight (8) 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.
Maintains, updates, and upon request, leads comprehensive reformation of office SharePoint.
Establishes and maintains an accurate Employee Master Time and Attendance Record for each assigned employee on a bi-weekly basis.
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.
Receives visitors and phone calls.
Reads incoming publications, regulations, and directives, which may be important to the activities of the staff.
Prepares regular and special records such as time and attendance, leave, amount of classified material present in the offices, etc.
Maintains suspense records on all correspondence and action documents and follows up to ensure a timely reply or action.
Makes travel arrangements based on general travel intentions, known preferences of the traveler and in accordance with appropriate travel regulations.
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.
Schedules meetings and conferences.
Provides advice and guidance to staff on applicable procedures, instructions and other regulations to the clerical personnel assigned to the office.
Establishes and maintains office records of various types that may be needed or will assist in the efficient operation of the office.
Serves as office unit security officer.
Requisitions office supplies, printing support, and related materials, tracking needs and soliciting office for input.
Assists in preparation for move of individual offices or entire office.
Maintains and updates staff lists including regular and emergency contact and related information.
Initiates Ariba procurement requests and similar actions.
Prepares and maintains onboarding and exit packages and checklists for new and departing employees, respectively.
Attends upon request in-person virtual meetings related to the work of the office, preparing notes or readouts.
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.
Provides support to division or office cross-cutting team, including development of procedures, division of labor, and completes office coordination tasks.