- Job Category: Office & Administrative Support
- Travel: Yes, 25 % of the Time
- Clearance: TS/SCI
- Shift: Day Job
- Req ID: TUV03035
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Makes arrangements for S/ES-EX or the detailed office to meet with senior level officials at the White House, the State Department, and other U.S. interagency bureaus and departments, and officials from foreign governments.
Ensures that all administrative matters are properly handled; drafts request memoranda to S/ES-EX or the detailed office for travel authorizations, passports, office equipment, clearances, and identification passes and computer log-on; maintains all appropriate records within the office and oversees the accurate and department requirements for archiving records.
Oorganizes and reviews memoranda, letters, and other correspondence for S/ESEX or the detailed office to identify format deficiencies, clearances, completeness, and makes corrections to documents as appropriate: determines document distribution; brings urgent items to the attention of S/ES-EX or the detailed office leadership.
Researches and investigates facts involving administrative problems or other projects. Gathers, assembles, and analyzes facts and presents oral and written reports of compiled data to S/ES-EX or the detailed office. Participates on special committees or projects concerned with administrative matters. Follows assignments through to completion and develops recommendations.
Prints daily briefing materials for S/ES-EX or the detailed office; reviews incoming correspondence and other documents; is responsible for the distribution of classified and sensitive documents in accordance with security procedures. Prepares draft correspondence for signature on a variety of substantive subjects.
Utilizes the SharePoint record keeping system to track and trace the progress of action memoranda and other sensitive documents from the Line. Maintains an office tickler system and files correspondence, reports publications, and other documents for the supervisors’ ready reference and use; conducts annual records disposition in accordance with established Department Records Management procedures.
Utilizes the Voyager and Trip Tracker, the Secretary of State’s travel record keeping systems, to track and trace the progress of passports, visa requests, visa actions and other sensitive documents from the Line.
Draft visa application materials, passport memo requests, correspondence and other travel/travel-related documents for the Office of the Secretary, the traveling party, and the 30 offices that are supported by the Executive Office.
Aids in the coordination of correspondence and other materials received in the office. Maintains contact with persons within and outside of the Department for the purpose coordinating and expediting actions on agendas prepared for outside events; prepares materials for presentation to S/ES-EX or the detailed office for review, including ensuring proper formatting and clearances; delivers written materials to the appropriate offices within the department for onward processing. The incumbent reviews incoming correspondence and when necessary calls to the draftees attention any conflict or departure from established policies.
Screens telephone calls and meetings by obtaining information and referring calls/visitors to the appropriate staff member; maintains calendars for meetings within and outside the department.
Prepares travel authorizations and transportation requests, reviews travel vouchers, and supports overseas and domestic travel for S/ES-EX or the detailed office. Assists S/ESEX or the detailed office by making travel arrangements, including obtaining reservations, tickets, passports, and visas. As required, prepares letter to officials of foreign embassies concerning visa requests.
Maintain schedule for front office Principals.
Responsible for managing office services by ensuring that office procedures, correspondences are controlled, filing systems are designed, and supplies are up to date.
Perform special projects.
Active Top Secret/SCI.
2 Years of experience.
Experience in fast paced government office.
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.