Office Management Specialist V

PCI GS • Washington, DC

1d • Onsite

About The Position

The Office Management Specialist V supports the Department of State and reports to the Program Manager. This position is 100% on-site. The role involves performing secretarial duties in support of the Assistant Secretary and other senior NEA bureau officials, managing schedules, handling correspondence, making travel arrangements, and serving as a liaison between officials and other departments. The specialist will also be responsible for preparing various documents, maintaining office files, and carrying out special assignments requiring tact and diplomacy.

Requirements

• Must be a U.S. citizen and have or have ability to get at least a Secret/Top Secret clearance.
• Three to five years’ experience as Office Management Specialist or executive assistant for senior officials, managing schedules, managing correspondence and making travel arrangements.
• Must be expert in using Microsoft Outlook tools, including Outlook calendar management, Word, Excel and SharePoint.
• Strong working knowledge of all the various State Department applications including ILMS, MyServices, StateChat, and e2.
• Experience working with processing diplomatic passport application and visa issuance on an expedited basis.
• Demonstrated ability to communicate effectively orally and in writing.
• Demonstrated ability to establish and maintain effective relationships and work collaboratively.
• Demonstrated ability to provide excellent customer service.
• Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times.

Nice To Haves

• Previous experience working in similar capacity at the U.S. Department of State strongly preferred.
• Bachelor’s degree preferred.

Responsibilities

• Performs secretarial duties in support of the Assistant Secretary and other senior NEA bureau officials by performing senior level secretarial/staff support duties.
• Support the senior official to whom assigned or to other senior Department officials in the Bureau.
• Receives, schedules, directs, and responds to telephone calls coming into the office, referring calls to senior officials or handling them as appropriate.
• Maintains the schedule for senior officials, arranging, referring, or rescheduling appointments as necessary.
• Handles all requests for meetings and appointments, decides the distribution of time for senior officials, prepares briefing memoranda, and arranges for oral briefings.
• Makes and acknowledges various social engagements that are part of the official responsibility of senior officials.
• Makes travel arrangements, including scheduling appointments, hotel reservations, passports, visas, and travel advances.
• Prepares vouchers from receipts, notes, and knowledge of arrangements upon traveler's return.
• Serves in a liaison capacity between senior officials and their staff and other offices in the Department.
• Assures that colleagues are fully informed on the plans and commitments of senior officials.
• Provide EX bureau correspondence on budget, MoUs, and resources.
• Ensures that senior bureau leadership is kept continually informed of activities for which his/her subordinates are responsible.
• Transmits and interprets instructions from senior officials to members of his/her staff and other officials in the Department.
• Makes careful and exhaustive searches for information, compiles data, and makes preliminary analyses.
• Makes and transcribes notes taken during meetings as required.
• Carries out special assignments for senior Department of State officials, which require a high degree of tact and diplomacy and comprehensive knowledge of the views of various senior officials.
• Prepares correspondence, telegrams, and memoranda for senior officials and ensures that briefing papers and reports conform to style and format guidelines.
• Drafts/prepares travel authorizations on behalf of supervisor or staff member who is traveling.
• Prepares trip itinerary, obtains travel expenses estimates, and prepares travel authorization requests.
• Upon completion of trip assists traveler in preparing electronic travel voucher.
• Follows up with traveler to ensure all expense documents have been submitted and on time.
• Maintains office files and manages other tasks authorized by the Government Task Manager that fall within the scope of this task order.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior