EUR and IO Office Manager/Rover Office Manager

Na Ali'i Consulting & Sales, LLC.•, DC

20h•$65,000 - $80,000•Onsite

About The Position

The EUR-IO/EX/GSD Professional Support Services team ensures the operational effectiveness of the Bureau of European and Eurasian Affairs (EUR) and the Bureau of International Organization Affairs (IO). These services provide comprehensive administrative, analytical, and programmatic support that enables both bureaus to carry out their diplomatic, foreign policy, and international development objectives efficiently and effectively. By supporting day-to-day operations, facilitating interagency coordination, and ensuring compliance with Department of State policies and procedures, these professional services help maintain the continuity and integrity of overseas posts and Washington-based offices.

Requirements

In-depth knowledge and proficiency in Microsoft Office Suite software
Excellent communication skills
Excellent customer service skills
Excellent multi-tasking skills
Capable of establishing, organizing, and maintaining routine data
Ability to follow established procedures
Strong ability to interact courteously and tactfully with individuals at all levels within the Department and with the public
Knowledge of establishing travel arrangements using the E2 travel system
Working knowledge of the State Department travel policies
High school diploma and three to five (3–5) years of equivalent office management experience; OR Associate degree in Office Management, Business Administration, Computer Technology, or a related field, along with two (2) years of office management experience.
Active SECRET security clearance
Must be a U.S. citizen

Responsibilities

Answers telephone calls and receives, greets, and escorts visitors, referring them to appropriate staff members when necessary.
Schedules appointments and meetings and reserves conference rooms using the Department’s Reserve!T platform.
Manages and maintains office files and records, including preparing folders and federal records for archiving or destruction in accordance with the applicable records disposition schedule.
Operates scanning equipment to digitize documents and materials.
Prepares and routes various types of documents, including reports, correspondence, memoranda, cables, and diplomatic notes.
Downloads materials from computers, the internet, and intranet platforms for use in office functions.
Sends and retrieves materials via digital scanning and facsimile as needed.
Coordinates the delivery and pickup of materials and packages.
Copies and collates documents and other materials in support of meetings or administrative needs.
Enters and submits Time and Attendance records using the Department’s electronic filing system (WEB TATEL).
Prepares travel orders and arranges travel logistics using the E2 Solutions travel system.
Prepares vouchers for travel, taxis, and other reimbursable expenses.
Prepares documentation for diplomatic passport requests for staff and ensures timely visa processing through the Passport Office or via hand-carry methods.
Manages travel arrangements for both domestic and overseas trips through E2 Solutions.
Drafts country clearance requests to support travel coordination.
Serves as the initial point of contact for SharePoint site access and updates the program office’s SharePoint Bureau page and office directories as needed.
Orders office supplies through the myServices platform and coordinates supply pickups with the Supply Coordinator.
Maintains and updates office management information, including seating charts, organization charts, phone lists, and welcome books.
Drafts and processes electronic Country Clearance (eCC) requests for both contract and government travelers.
Produces a variety of reports, tracks suspense actions, generates charts, creates specialized databases, and prepares presentation materials using standard office software.
Compiles annual performance appraisals for civil service and foreign service staff and inputs them into the ePerformance HR database.
Provides logistical support for classified and unclassified Digital Video Conferences (DVCs), including coordinating across time zones with regional offices and overseas missions.
Prepares and submits work orders for services or supplies required for effective office operations and coordinates requests with the General Services Officer.
Finalizes and delivers official documentation for senior leadership on the 7th floor.
Monitors all cable traffic through the SMART system to ensure timely review and response.
Maintains the office management calendar by scheduling appointments, managing meeting requests, and providing daily updates to management.
Prepares meeting briefs for managers, outlining the purpose of appointments and providing relevant background information.
Records meeting minutes and prepares associated briefing materials for distribution.