Sr Office Management Specialist

Cherokee Federal•Washington, DC

7d•Onsite

About The Position

The Senior Office Management Specialist provides high-level administrative and office management support to the Assistant Secretary, Principal Deputy Assistant Secretaries, Deputy Assistant Secretaries, and other senior officials within the Bureau of Near Eastern Affairs (NEA). This position requires exceptional judgment, discretion, diplomacy, and the ability to manage complex and rapidly changing priorities while supporting senior Department of State leadership.

Requirements

Minimum of 5 years of work experience with the Department of State or a similar agency carrying out administrative and policy functions.
Excellent knowledge of Department of State operations.
Strong overall office management experience.
Experience as a senior-level secretary/office manager working effectively under pressure.
Working knowledge of personal computers and general administrative practices.
Excellent writing and communication skills.
Ability to work effectively in a fast-paced environment and respond to rapidly changing requirements.
Demonstrated experience working with classified and unclassified computer applications.
Proficiency with Microsoft applications, including Word and Excel.
Ability to exercise a high degree of judgment, discretion, tact, and diplomacy when supporting senior government officials.
Ability to manage complex executive schedules, correspondence, meetings, travel, and competing priorities.
Security Clearance: TS/SCI. The position supports Front Office principals who receive TS/SCI information daily, making the clearance necessary to provide appropriate support.
Must pass pre-employment qualifications of Cherokee Federal.

Responsibilities

Receive, schedule, direct, and respond to telephone calls coming into the office. Exercise judgment in referring calls to the Assistant Secretary, Deputy Assistant Secretaries, and other senior officials or handling and directing inquiries appropriately.
Maintain schedules for the Assistant Secretary, Principal Deputy Assistant Secretaries, and other senior NEA officials, including arranging, referring, and rescheduling appointments as necessary.
Handle requests for meetings and appointments, determine the appropriate distribution of senior officials’ time, and prepare or request briefing memoranda containing meeting purposes and relevant background information.
Arrange oral briefings by appropriate officers and ensure officials attending meetings called by senior NEA leadership are properly informed and provided necessary information.
Make and acknowledge social engagements associated with the official responsibilities of senior NEA officials.
Coordinate complex and frequently last-minute travel arrangements, including appointments, hotel reservations, passports, visas, and travel advances.
Prepare travel vouchers following travel based on receipts, notes, and knowledge of the arrangements.
Maintain comprehensive knowledge of the Government Travel authorization application, E2 Travel Solutions.
Draft and prepare travel authorizations on behalf of supervisors and traveling staff members, including trip itineraries and estimates for MI&E, taxis, hotels, and other travel expenses.
Assist travelers with electronic travel vouchers following completion of trips and follow up to ensure expense documentation is submitted on time, including within the specified 30-day period.
Serve as a liaison between the Assistant Secretary, Principal Deputy Assistant Secretaries, other senior NEA officials, their staffs, and other Department offices.
Ensure colleagues remain informed regarding senior officials’ plans and commitments and the status of matters under discussion or consideration.
Ensure senior NEA leadership remains continually informed regarding activities for which their subordinates are responsible.
Transmit and interpret instructions from the Assistant Secretary and/or Principal Deputy Assistant Secretary to staff members and other Department officials.
Conduct careful and exhaustive searches for difficult-to-obtain information, compile data, and perform preliminary analyses as requested or on own initiative.
Take and transcribe notes during meetings as required.
Carry out special assignments for senior NEA officials requiring a high degree of tact, diplomacy, and knowledge of senior leadership’s views.
Prepare correspondence, telegrams, and Memoranda for senior officials and ensure briefing papers and reports comply with Department Executive Secretariat style and formatting requirements.
Review incoming correspondence and forward materials, along with necessary information or instructions, to the appropriate offices for action.
Compose replies for own signature when appropriate and exercise judgment in identifying materials requiring the attention of senior NEA officials.
Compose correspondence for signature by the Assistant Secretary and other senior NEA officials.
Process and review incoming and outgoing letters, memoranda, and related correspondence.
Prepare reports, memoranda, and other forms of written communication.
Compose and edit letters, reports, and general office memoranda for publication or distribution on behalf of senior officials.
In the absence of relevant senior NEA officials, maintain files of correspondence and events requiring their attention and brief them upon their return.
Work with classified and unclassified computer applications and Microsoft applications, including Word, Excel, and related programs.
Maintain office files and records.
Perform other tasks authorized by the Government Task Manager that fall within the scope of the Task Order.
Perform other job-related duties as assigned.