Office Management Specialist, Democracy Human Rights & Labor

Contracting Resources Group•Washington, DC

About The Position

CRG is seeking a part-time Office Management Specialist to provide support to the Office of Democracy, Human Rights, and Labor at the U.S. Department of State. The Office Management Specialist shall be responsible for supporting the DRL office director and staff in day-to-day functions. The Office Management Specialist carries out major responsibilities to ensure effective management of DRL’s Federal employees time and attendance, travel, and other duties as outlined below.

Requirements

Be a qualified typist with proficiency in the Microsoft Suite.
Have strong interpersonal and customer service skills.
Possess strong multi-tasking and organizational skills.
Have familiarity with DOS standardized document formats.
Have demonstrated experience with DOS travel systems as well as Federal & DOS travel regulations.
Must be able to obtain security clearance.

Responsibilities

Support office staff in day-to-day functions, particularly the office director.
Establish priorities, set up, reschedule, or refuse appointments for the office director accept or decline invitations to meetings, and arrange for representation by a subordinate official when that is desirable, completing this at the OMS’ own initiative and discretion.
Type, file, and complete other clerical duties for the office, to include managing the office calendar.
Schedule briefings by members of the staff for the director; in the absence of the director, assume responsibility for ensuring requests for action or information, which would receive the director's attention normally, are made known to responsible subordinate supervisor or staff member.
Transmit, receive, and acknowledge electronic mail and messages; check transmittals for proper clearances; and print hard copies of incoming mail or routes to other terminals as designated.
Perform systems maintenance functions for electronic mail systems under the direction of a higher graded specialist such as the elimination of outdated files, preparing backup files, and manage an electronic bulletin board.
Control director's activity schedule and provide reminders of appointments.
Make all necessary arrangements for director and deputy director travel, arrange schedules of visits, make transportation and hotel reservations, notify organizations and officials to be visited, stay in touch with director and others en route, write thank-you letters after director returns, and submit travel vouchers and reports.
Manage travel and submit travel vouchers for all officers in DRL, including FTE and contractors, through e2Solutions.
Manage time/attendance for the office, process taxi vouchers, and orders supplies.
Assist new staff and interns to obtain computer, network, and building access; print welcome packets for all incoming staff.
Apply internal control measures to protect organizational integrity and prevent unauthorized use or misappropriation of sensitive and classified material; report instances of security violations/problems to appropriate supervisory/management official; and assume full responsibility for safeguarding all classified and sensitive (but unclassified) material and equipment in assignment area(s).