Administrative Support Specialist

Washington, DC
Work Type: On-Site
  • Job Category: Office & Administrative Support
  • Travel: Yes, 25% of the time
  • Clearance: SECRET
  • Req ID: 2024-8292


Job Summary

Tuvli, an Akima company, is hiring for an Administrative Support Specialist to support our DoS client located in Washington, DC.


Job Responsibilities:

  • Manages schedules for the Director and the Deputy Director. With broad guidance from the Director and Deputy Director, plan, arrange and monitor meetings and appointments. Negotiate scheduling conflicts with all parties. Compile all necessary background briefing materials for these meetings, working with meeting participants and other Office staff to assure timely submission of these materials. The incumbent also arranges oral briefings by appropriate officers and discusses with officials invited to meetings called by the Director/Deputy Director the subject of the meetings so that they will be properly informed and provided with necessary information.

  • Receives, schedules, and makes proper disposition of telephone calls coming into the office, referring to the Director/Deputy Director only those calls, which in his/her judgment cannot or should not be referred to others or handled by him/herself. Makes available as necessary background or informational material to which the Director/Deputy Director may wish to refer.

  • Makes and acknowledges various social arrangements and obligations which are a part of the official responsibilities of the Director/Deputy Director, including morale boosting events for the team.

  • Serves in a liaison capacity between the Director/Deputy Director and his/her staff and other offices in the Department. Assures that the staff is currently informed on the Director/Deputy Director’s plans and commitments as well as cognizant of the status of matters under discussion or consideration. The Director/Deputy Director is kept continually informed of activities for which his/her subordinates are responsible. Transmits and interprets instructions from the Director/Deputy Director to members of his/her staff and other officials in the Department.

  • As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data, and makes preliminary analyses.

  • Makes and transcribes notes taken during meetings as required.

  • Types a large volume of diplomatic correspondence, telegrams, letters, and memoranda for the Director/Deputy Director, briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat.

  • Serves as proxy for inputting employees’ performance evaluations on regular cycles via GEMS.

  • Makes complex domestic and international travel arrangements, including airline and hotel reservations for the Director and Deputy Director and other SCA/PPD staff, as needed, using the Department’s E2 system. Assure that passports are valid, that required visas are obtained, that travel advances are secured, that e-country clearances are received, that COVID travel requirements are met, and that all other travel-related procedures have been completed. This also includes preparing trip itinerary, obtaining travel expenses estimates (MI & E costs, taxi, hotel costs etc.); and preparing travel authorization requests. Prepare and submit travel vouchers for the Director and Deputy Director and other SCA/PPD staff. Follows up with traveler to ensure all expense documents have been submitted and on time (i.e. within 30 days).

  • Manages and updates the Office’s SharePoint site and office Teams channels. Ensure that data and information in the site and on the channels is current and accurate. Ensure that the site is operating properly and work with IT staff when problems need to be addressed. Work with Office staff to obtain information needed for the SharePoint site or Teams channels and disseminate information or announcements relevant to the office or SCA PD teams in the field, as needed.

  • Acts as liaison to GSO and IT for maintenance and computer issues.

  • Manages conference room schedules.

  • Responsible for procuring office supplies and equipment for the office.

  • Escorts individuals, to include clearing on State Department personnel into the building and assisting with any high-level officials visits.

  • Maintains an awareness of sensitive and confidential matters. Ensure that the office is informed of the latest developments in the matter and that would require immediate attention.

  • Assist new staff members to ensure they receive critical information before and during their arrival. Process new hire paperwork and coordinate equipment and security access.

  • Responsible for making sure all security clearances for office staff have been sent to other agencies for meetings.

  • Serve as back-up to maintain and process Time and Attendance for the office staff.

  • Undertake special administrative support projects as needed (i.e. review and disposition of Office’s physical and electronic files).


  • Develops/maintain spreadsheet tracking to completion all FOIA requests, Privacy Act requests, and FOIA appeals.

  • Draft communications to requesters, including acknowledgment of receipt, status updates, and partial and final decision letters. Draft communications to third parties, including letters to submitters and referrals to other agencies.

  • Communicate with the requester and third parties, as needed, to refine request, negotiate alternate time periods, respond to inquiries, coordinate search, determine release ability of records, and resolve other relevant matters.

  • Reviews records and work closely with Agency staff and other offices to locate materials which are responsive to FOIA requests. Review requests to determine appropriate action and response time.

  • Determines which, if any, disclosure exemptions apply to records and redact and non-releasable portions. The incumbent shall be required to utilize Adobe to electronically redact records.

  • Send records with proprietary information, business-sensitive information, or other FOIA exemptions to the submitter for possible objection to release under EO 12600.

  • Prepares correspondence and package responding to any appeals of denial. Draft legal memoranda responding to appeals for attorney reviews, as needed.

Mail, Correspondence and Reports:

  • Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate offices for action. Composes replies for his/her own signature when appropriate. Exercises judgment in presenting material to the Office Director that he/she has special interest or which for reasons of special confidential consideration is not reviewed by any member of the immediate staff. Composes correspondence for the Office Director’s signature.

  • Maintains office files.

  • Manages other tasks authorized by the Government Task Manager that fall within the scope of this task order.


Minimum Qualifications

  • Excellent knowledge of Department of State operations and overall office management experience.

  • Experience as a senior-level secretary/office manager with the ability to work under pressure to meet tight or short deadlines.5.3. Working knowledge of personal computers, office IT applications, and general administrative practices, including extensive experience and ability in working properly with classified and unclassified computer data base, operation and knowledge of Excel, Microsoft Windows, PowerPoint and related computer-based programs and the ability to prepare e-mails, notices, reports, etc. from scratch.

  • Drafts various communication documents.

  • Makes travel arrangements, sometimes relatively complex.

  • Edits correspondence and other documents.

  • Maintains record of discussions at meetings and arranges for staff implementation of requirements.

  • Two years college degree plus three years of experience or four years progressive experience in an office environment.

  • Understanding of procedures governing the specific functional area.

  • Strong oral and written communications and interpersonal skills.

  • Ability to interact professionally with staff of all levels.

  • Ability to be detail oriented in a multi-tasking environment, as well as results oriented, flexible and adaptable.

  • Ability to take initiative and work independently and with co-workers on projects and issues within overall policy guidelines.

  • Experience meeting tight deadlines in a fast-paced, office environment.

  • U.S. citizenship.

  • Active Secret Clearance.

The duties and responsibilities listed in this job description generally cover the nature and level of work being performed by individuals assigned to this position. This is not intended to be a complete list of all duties, responsibilities, and skills required. Subject to the terms of an applicable collective bargaining agreement, the company management reserves the right to modify, add, or remove duties and to assign other duties as may be necessary. We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted.

Posted Salary Range

45 - 47.56

Benefits Information

SCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits. Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.

Job: Office & Administrative Support

Travel: Yes, 25% of the time

Organization: Tuvli

Clearance: SECRET

Work Type: On-Site

Remote: No

ReqID: 2024-8292