Office Management Specialist IV

Cayuse Holdings•Blackstone, VA

4d•$51,516 - $68,066•Onsite

About The Position

The Office Management Specialist IV will assist in updating and maintaining appointment calendars, setting up appointments and meetings, opening incoming mail and routing it to appropriate individuals, organizing and maintaining filing systems, making travel arrangements, escorting and receiving visitors to the office, gathering data from various sources, compiling information for reports and records, formatting, proofreading and editing of the material of others, implementing office procedures, composing letters for the signature of the Program manager, setting up and maintaining data bases, track that outgoing correspondences are accurate, properly formatted and on time. This position aligns with Cayuse’s core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables.

Requirements

Must possess a high school diploma, associate’s degree preferred, together with nine (9) years of progressively responsible office management experience.
A minimum of two (2) years fulfilling the duties of an Office Management Specialist III or equivalent experience.
Expert knowledge of and experience with secretarial, administrative or office management functions
Secret Clearance is required.
Due to the nature of work at the client’s site, U.S. Citizenship is required.
Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.
Demonstrate a superior command of the English language to include grammar, spelling and punctuation
Typing proficiency of at least 65 words per minute
Intermediate knowledge of and experience with word processing, databases and spreadsheets and be able to operate office equipment (PCs, faxes, phones, copying machines, etc.). Applicants must have a demonstrated proficiency in Microsoft Office Word, as well as other commonly used programs (e.g. SharePoint, Outlook, Excel, Adobe Acrobat and Power Point)
Ability to handle multiple tasks simultaneously.

Nice To Haves

associate’s degree preferred

Responsibilities

Performs and maintains office procedures in coordination with the Program manager and office staff
Schedules office events and tracks deadlines
Manages and maintains the office filing system
Performs and monitors administrative requirements of the office and coordinates administrative matters with other offices.
Makes travel arrangements for the office and prepares travel vouchers
Prepares time and attendance records for the Program manager and office staff
Orders office supplies and equipment.
Organizes repairs of office equipment.
Types cables, memoranda, letters, formal notes and papers
Drafts routine and non-routine correspondence; proofreads documents received from other offices for the Program Manager’s signature
Organizes and prioritizes documents for the Program manager
Receives visitors
Screens and facilitates telephone inquiries
Maintains a professional atmosphere in areas of responsibility
Exercises professional telephone etiquette
Makes appointments for the Program manager, opens and distributes mail, files, makes copies and performs other secretarial duties as requested
Exercise time management and prioritization of tasks to meet deadlines.
Works with visit control managers to plan and coordinate conferences and visits for the offices
Provides administrative and secretarial support for VIP visits
Coordinates formal functions (prepares contact/guest lists and invitations and tracks responses)
Other duties as assigned.