Office Management Specialist

Commonwealth Trading Partners

7d•Onsite

About The Position

CTP is a privately held small business based in Herndon, VA. We provide program management services for government and private clients and deliver technical assistance programs in over 80 countries around the world. CTP provides specific solutions or full lifecycle support, including course and curriculum design, expert instruction, logistics support, monitoring & evaluations, knowledge management, strategic planning, program management, and staffing services. Position Summary: The Office Management Specialist (OMS) will serve as core member of CTP's embedded team within the U.S. Department of State’s Bureau of Political-Military Affairs (PM/SA), ensuring smooth operations for the office. The OMS must be a self-starter and be able to multi-task and prioritize competing assignments and is in integral part of the PM/SA's overall team. Beyond serving as a travel arranger and Web Tatel timekeeper for the office, the OMS may be tasked with special projects (Ariba, IPP, on-boarding, office reporting) that arise based on the individual’s skills and interest, professional goals, and existing workload. This position is contingent upon contract award.

Requirements

At least two (2) year college degree.
One (1) to two (2) years in an administrative position within the federal government (preferably the U.S. Department of State).
Able to work independently.
Strong research and organization skills.
Strong interpersonal skills.
Excellent oral and written communication skills.
Able to handle multiple tasks simultaneously.
Strong organizational skills and attention to detail.
Ability to manage multiple ongoing tasks and processes simultaneously.
Skilled in data entry and computer keyboard commands.
Must be able to quickly learn how to use proprietary applications and systems for processing administrative requirements such as travel, time and attendance, and procurement.
Able to use Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Must possess ability to compose and staff office correspondence.
Proficient in English.
Active SECRET security clearance preferred, must have ability to obtain
Candidate must be authorized to work in the United States. No sponsorships provided.

Nice To Haves

Previous experience working within PM/SA.
Bachelor’s Degree.

Responsibilities

Assist PM/SA staff, including Contractor staff, to: obtain and transfer E2 accounts for office staff; visas, passports, and other documentation required for travel; initiate and process requests for travel authorization for all office staff, track authorizations to ensure airline tickets are purchased in a timely matter; complete travel vouchers and ensure accuracy; and assist with the preparation and submission of expense vouchers for local travel and expenses.
Serve as a timekeeper for PM/SA staff using Web Tatel system, which includes the submission of bi-weekly time and attendance; presentation of the final report for each pay period including the appropriate signatures for approval; track compensatory time, over time, comp time for travel and troubleshoot discrepancies that arise for PM/SA staff (including Contractor staff).
Assist the Contracting Officer’s Representative (COR) in tracking Contractor time and leave in a separate tracker.
Assist with the arrival of visitors for the PM/SA Director, and their movement through security screening.
Escort cleaning and maintenance staff throughout office.
Work with facilities management to maintain office and conference rooms.
Maintain file documentation and storage according to Department policy, as stated in the Foreign Affairs Manual.
Scans, faxes, and shreds correspondence as appropriate.
Ensure continuous operation of office equipment (printers, fax, copier).
Prepare office correspondence and obtain proper approvals.
Assist PM/SA with security clearances and building passes.
Assist with records management consistent with best practices.
Assist with onboarding of new or transferring personnel.
Maintain office organizations charts, phone lists, and supplies.
Maintain a list of desk locations, laptop, and desktop names, including Contractor staff.
Assist with requesting and coordinating issuance and installation of information technology, including desk phones (secure and non-secure), mobile devices, laptops and desktops, docking stations, and other needs.
Assist with set-up for office-wide meetings and/or GSO’s monthly learning events.
Carries out special projects as needed and directed by the COR.