Administrative Support Specialist

Washington, DC
Work Type: On-Site
  • Job Category: Office & Administrative Support
  • Travel: Yes, 25 % of the Time
  • Clearance: TS
  • Shift: Day Job
  • Req ID: TUV03077

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Job Summary:

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

Job Responsibilities:

  • Under the direction of NEA/ARP’s Deputy Director, the Administrative Support Specialist performs the following functions:

  • Receive visitors. Receive, schedule, and make proper disposition of telephone calls coming into the office.

  • Maintain the schedule for the Director, arranging, referring to other officials, or rescheduling appointments as deemed necessary. Works with the Deputy Director to request preparation of background briefing materials in support of these calls.

  • Make travel arrangements, including airline and hotel reservations. Organize passports, visas, and travel advances, as necessary. Complete eCC requests. Upon return, prepare and submit travel vouchers.

  • Pre-clear and escort visitors, including senior foreign officials, to and from the office.

  • Assist with scheduling meetings and making logistical arrangements for visiting U.S. officials.

  • Arrange meetings, including by reserving meeting rooms, setting up telephone and video conferences, preparing tent cards, and facilitating catering.

  • Arrange for the delivery and receipt of mail and supplies.

  • Coordinate all in-office work by third parties.

  • Attend office and bureau staff and other meetings as required by either the Director or Deputy Director.

  • Mail, Correspondence, and Reports:

  • Review incoming correspondence and forwards it with necessary information or instructions to the appropriate officers for action. Compose replies as appropriate.

  • Prepare visa letters for the seven Arabian Peninsula countries and respond to various visa requests. Coordinate with State Department and other agencies’ couriers to deliver and pick-up visa letters, applicants, and passport.

  • Assist with formatting briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat.

  • Assist with the preparation of employee evaluation reports (EERs) in e-performance.

  • Develop and maintain a working knowledge of Department computer systems and databases. Ensure that the office’s computer equipment is in working order.

  • Implement special assignments which require a high degree of tact and diplomacy and comprehensive knowledge of the views of the Director or Deputy Director.

  • Maintain office files and assist with the retiring of office files.

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

  • Prepare biweekly Time and Attendance reports, process all leave slips electronically, double checking for accuracy, and following up with personnel to ensure all items are submitted on time and correctly. Add all leave dates to the appropriate office-wide calendar.

  • Maintain stocks of office supplies handle purchase orders, work orders, and repair orders for office equipment.

  • Assist all personnel with the account, courtesy call, procurement and other tasks needed to complete all onboarding and departure requirements.

  • Maintain office-wide electronic calendars and online and telephone conference lines.

  • Maintain office-wide email distribution and phone contact lists.

  • Maintain a tracking log of pending reports, procurements requests, and other tasks and follow up with appropriate action officers.

Minimum Qualifications:

  • Associate’s Degree plus four years experience in an office management, administrative support, or executive assistant position or similar role.

  • Knowledge of Department of State operations.

  • Office management experience.

  • Working knowledge of computers and general administrative practices.

  • The work described herein is primarily sedentary, performed in an office setting. There are no unusual physical demands.

  • Ability to solve problems and encourage consistent, solid performance.

  • English language (written and spoken) communications skills.

  • Ability to manage multiple tasks, coordinate activities in multiple locations, act decisively in daily work, and work well in a multi-cultural team environment.

  • Strong organizational, communication, interpersonal, and computer skills.

  • Ability to work independently to assess priorities and manage daily coordination of details with minimal supervision.

  • Active Top-Secret Clearance.

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