Office Management Specialist Washington, DC · Administrative Apply Now

Office Management Specialist

Location:Washington, DC

Remote Work:Hybrid

Clearance:Secret

Work Status:Full-Time

Position DescriptionINL’s Office of Western Hemisphere Programs (INL/WHP) oversees more than half a billion dollars in annual foreign assistance programming in more than 25 countries. INL/WHP directly supports multiple Administration and congressional priorities, including countering corruption, combatting the opioid epidemic, combatting transnational criminal organizations, and addressing security and governance-related drivers of migration. The position incumbent will provide day-to-day support to INL/WHP management as well as additional INL/WHP staff.

The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President’s principal foreign policy advisor. The Department of State’s mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous, and secure world. The Bureau of International Narcotics and Law Enforcement Affairs (INL) keeps Americans safe at home by countering international crime, illegal drugs, and instability abroad. INL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systems. These efforts reduce the amount of crime and illegal drugs reaching U.S. shores.

This is a hybrid position that allows for a combination of in-office presence and regular telework. This specific position’s maximum telework is 40% which would require the Third Party Contractor to report to the work location six (6) times per pay period. The incumbent’s actual in-office and telework schedule will be determined by the COR and CO, based on INL policy of the total numbers per pay period/week, and is subject to change.

Duties and Responsibilities

• Supports INL/WHP office and office director.

• Keeps office and Office Director calendars up-to-date; makes logistical arrangements for meetings; meets, clears, and escorts visitors.

• Makes and receives telephone calls; directs inquiries to appropriate staff.

• Completes time and attendance requirements for the office.

• Ensures adequate supplies are available for the office and aids in requesting new supplies when needed; initiates procurement requests for the office.

• Makes travel arrangements; maintains travel log while staff is on travel; submits travel vouchers upon completion of travel; maintains familiarity with travel regulations to facilitate approvals.

• Coordinates onboarding of incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and preparing onboarding materials.

• Coordinates with other INL offices on tasks related to office repairs, new equipment requests, movement of phones or computers, and others.

• Assists in tracking office deadlines to meet required taskers for bureau and department leadership.

• Schedules meetings, appointments, calls, and conferences in accordance with INL/WHP management instructions. Ensures preparatory materials reach INL/WHP management in advance of events. Reschedules appointments when it is clear that WHP Director or Deputy will not be able to make a commitment.

• Follows up on email inquiries and telephone conversations and takes appropriate steps to ensure that necessary action is completed as quickly as possible.

• Aids in preparing correspondence. Maintains suspense records on all correspondence and action documents and follow up to ensure a timely reply or action.

• Schedules large meetings and conferences; selects time and location, notifies participants, coordinates escorts and arrival, ensures that all requirement materials and services are provided in a timely manner, attends meetings and takes notes, and prepares reports of the proceedings.

• Serves as the office records management point of contact, providing updates to the INL/WHP SharePoint site as needed and ensuring appropriate records filing practices, consistent with Department and Bureau guidelines.

• Serves as note-taker for meetings as required.

• Completes services considered closely associated to inherently governmental activities, including but not limited to the following:

• Work in a situation that permits or might permit access to confidential business information or other sensitive information (Other than situations covered by the National Industrial Security Program described in FAR 4.402(b)).

• Dissemination of information regarding agency policies or regulations, such as conducting community relations campaigns, or conducting agency training courses.

Travel Requirements

• Travel is authorized for this position in accordance with the award and shall not exceed the designated ceiling.

• Travel related training may be required.

Minimum Qualifications

• U.S. Citizen

• Bachelor’s degree from an accredited institution.

• At least eight years’ experience in relevant field.

• Knowledge of, and demonstrated experience using, Microsoft Office Suite.

• Demonstrated proficiency in computer and web-based applications, including, SharePoint, Adobe Acrobat, WebEx, and Google Meet.

• Knowledge of, and skill in, correct usage of English grammar, spelling, punctuation, capitalization, and style.

• Demonstrated experience in the use of the telephone and voicemail.

• Provides weekly reports/updates throughout the life of the contract to the onsite supervisor and their company program manager.

• Ability to maintain open, timely, and effective communications with the on-site supervisor resulting in a relationship that proactively addresses potential problems with flexible, workable solutions.

Preferred Qualifications

• Active security clearance.

• Spanish language proficiency.

• Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, with changing priorities and short turn-around times.

• Demonstrated ability to provide excellent customer service. Ability to communicate effectively, both orally and in writing, with a wide range of stakeholders.

• Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role.

• Prior demonstrated executive-level administrative and business process experience.

• Proven record of contributing to the efficient functioning and sound organization of an office or work unit and experience applying regulations and/or policies to guide work in an office setting.

• Familiarity with Department of State systems such as TATEL and E2 and with State Department formats.

About ATSG

ATSG Corporation is a Veterans Affairs (VA) CVE-Certified Service-Disabled Veteran-Owned Small Business (SDVOSB) based in Fairfax, VA with branch offices throughout Central America. Since 2004, ATSG has successfully deployed its experience and expertise to support the most challenging and complex projects for various Federal agencies. Our robust portfolio includes cutting-edge technical solutions and professional support in Program Management, Consulting, Operations and Planning Support, Training and Advisory Services, and IT and Knowledge Management. We take pride in our proven dedication to providing expert assistance to our government partners. ATSG provides a variety of services within the Intelligence Community and is experienced in areas such as Mobility, Enterprise Architecture, Data Processing, Law Enforcement Mission Support, and Acquisition Support. Our products may be diverse, but the results are one and the same—on schedule, on budget, and completed with superior quality. As an organization, we are consistently expanding our global footprint in the contracting community. We work hard to honor our commitment to our clients while ensuring our employees feel secure and empowered in their work. We take excellent care of our team, so they may have the freedom and confidence to focus on their missions and provide nothing but the best output on the work site and at home.

ATSG Corporation is an equal employment opportunity/affirmative action employer, our applicants and employees are protected from discrimination. Visit https://www.eeoc.gov/for more information. Equal access to programs, services and employment is available to all persons. Those applicants requiring reasonable accommodation to the application and/or interview process should notify a representative of the Human Resources Department. To comply with Federal law, ATSG Corporation participates in E-Verify. Successful candidates must pass the E-Verify process after hire.

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals on the basis of protected veteran status or disability and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans and individuals with disabilities. To comply with Federal law, ATSG Corporation participates in E-Verify. Successful candidates must pass the E-Verify process after hire.

We respectfully request not to be contacted by recruiters and/or staffing agencies.

Application Requirements

• All applications must be submitted in.pdf,.doc, or.docxformat.

• Applications and resumes for this position are only accepted via electronic submission through ATSG Corporation’s Consolidated Applicant Tracking System (CATS).

• Mailed, emailed, faxed, or hand-delivered applications and resumes will not be accepted.

• The decision to interview an applicant is based solely on the information received for this position from their electronic application and/or resume.

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