Office Management Specialist

Job Summary:

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

Job Responsibilities:

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

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

• Manage and 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.

• 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 obtaining catering.

• 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.

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

• 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.

• Deliverables:

• Prepare biweekly Time and Attendance reports.

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

Minimum Qualifications:

• Minimum five years’ experience managing the schedule for senior leadership at the Director level or above.

• Minimum five years’ experience making travel arrangements, including airline and hotel reservations, as well as processing travel vouchers for a federal agency.

• Minimum five years’ experience arranging and scheduling meetings to include logistics, such as reserving meeting rooms, setting up telephone and video conferences, preparing tent cards, and obtaining catering.

• Minimum five years’ experience preparing business correspondence, such as letters, memoranda, reports and electronic mail.

• Minimum five years’ Office management experience.

• Minimum five years’ working knowledge of computers and general administrative practices.

• Minimum associate degree in office administration or equivalent.

• Active Top Secret Clearance.