Office Management Specialists/Administrative Assistant (Rover)

Job Summary

Tuvli, an Akima company, is hiring for an Office Management Specialists/Administrative Assistant (Rover) to support our DoS client located in Washington, DC.

Job Responsibilities:

• Office Management Specialist/Administrative Assistant - will be supporting multiple offices.

• Receives, schedules, refers calls and visitors from the public and other agency personnel as appropriate.

• Handles requests on behalf of office staff.

• Refers requests they cannot answer to appropriate staff or to correct office or official.

• Schedules appointments for staff members or immediate supervisors and makes commitments to attend meetings, and luncheons on their behalf.

• Responds to administrative problems brought to the supervisor's attention by member of the staff or management officials, as well as independently resolves issues in area of responsibility.

• Prepares responses to inquiries for information, addresses telephonic inquiries, and works to ensure basic information is available on websites.

• Maintains the Director and Deputy Directors calendars and appointments.

• As approved by the Government, establishes priorities and assures obligations are met.

• Arrange for meetings and conferences and inform participants.

• Compiles files/supporting documents on topics to discuss.

• Prepares travel authorizations for Director or staff member as requested.

• Prepares trip itineraries, obtains travel expense estimates (MI&E cost, taxis, Hotel, cost)

• Prepares travel authorization requests.

• Upon return, work with Director or staff member to prepare reimbursement travel voucher.

• Follow up with Travel office to ensure all travel documents are submitted properly and on time. (i.e., within 5 days)

• Use E2 Solutions program to make travel arrangements.

• Executes small projects, such as compilation of data or organization of large meetings/events.

• Independently completes projects as approved by the Government.

• Develops and maintains contacts in other offices in order to facilitate meeting management and problem solving.

• Order supplies through ILMS website, as approved by the Government.

• Serves as timekeeper for the Office to include maintaining Time and Attendance (T&A) for commonly used pay plans and types of leave; verifying the allow ability of various hours changed on T&A reports; reviewing the reports for appropriate signature, initials and required supporting documentation; and, advising supervisors of discrepancies, and correcting actions as needed.

• Processes/reviews all incoming and outgoing letters, memos, and related correspondence.

• Prepare reports, memoranda and other forms of written communication. xxiv.

• Composes and edits letters, reports, and general office memoranda for publication/distribution on behalf of the Director or senior level officer.

• Prepares public presentation outlines at the direction of immediate supervisors; develops standard or one of a kind letters in response to inquiries.

• Signs routine correspondence and certain procedural authorizations on behalf of the supervisor as directed. Screens publications and brings to the supervisor's attention articles of particular interest that affect Office programming.

• Reviews work products submitted to the Director, Deputy Directors or other senior personnel for completeness, compliance with formatting requirements, conformity to policy guidelines and appropriate appearances.

• Maintains a file of correspondence and events and brings such matters to the front office staff’s attention.

• Maintains office files, electronic or hard copy, as required.

Minimum Qualifications:

• Active Top Secret clearance.

• 3 years of related experience required.

• Must be open to support different offices on an as needed basis.

• Knowledge of Department of State management operations (both domestic and overseas).

• General knowledge of Department of State regional bureau management operations and processes.

• Knowledge of Department of State management organization and operations.

• Experience as a secretary/office manager working under pressure.

• Knowledge of data sharing systems (i.e. SharePoint).

• Working knowledge of personal computers 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.

• Has experience and demonstrated ability in working with classified and unclassified computer systems.

• In-depth operational knowledge of Excel, Microsoft Windows, and related computer based programs.

• Ability to prepare e-mails, notices, Department notices.

• Possesses ability to work under pressure on tight or short deadline.

• Works proactively, engaging with office mates and others to accomplish work requirements.