Company: MEC Energy Services, LLC
Job Title: Office Management Specialist
Roles and Responsibilities:
- Serves as an executive administrative specialist to the Assistant Secretary, Principal Deputy Assistant Secretary (PDAS), or other front office principal (referred to as PDAS throughout), and in this role, is responsible for arranging, referring to other officials, or rescheduling appointments as deemed necessary with little to no supervision; handling all requests for meetings and appointments; deciding the distribution of the PDAS’s time; and preparing or requesting preparation of briefing materials indicating purpose of appointments and outlining background data. Position holder also arranges for briefings by appropriate officers, as well as discusses with officials invited to meetings called by the principal the subject of the meetings to ensure the PDAS is properly informed and has the necessary information to execute U.S. foreign policy objectives.
- Serves as the primary intermediary between the PDAS and the 7th Floor, the Bureau offices, and offices throughout the Department. Serves as a primary point-of-contact for the PDAS with the White House, interagency, and external contacts.
- Receives, schedules, and makes proper disposition of telephone calls coming into the office, referring to the PDAS only those calls which in his/her judgment cannot be answered, referred to others or handled by him/herself. Makes available as necessary background or informational material to which the PDAS may wish to refer.
- Serves in a sensitive and trusted liaison capacity between the PDAS and other offices in the Department. Assures that the FO staff is currently informed on the PDAS’s plans and commitments as well as cognizant of the status of matters under discussion or consideration. Transmits and interprets instructions from the PDAS to other officials in the Department. Provides back-up assistance to the Front Office executive leadership team.
- Support the SCA/FO Chief of Staff and Special Assistant in coordinating activities across the SCA Front Office and seven component policy office desks, ensuring all the policy, planning, logistical and operational requirements of SCA principals are met on a daily basis.
- Guide and mentor the work of three contract schedulers who support the four Deputy Assistant Secretaries.
- As required, serve as backstop FO Office Manager and Staff Assistant, as required.
- Assist in scheduling large meetings and conferences. Select time and location, notify participants, ensure that all required materials and services are provided in a timely manner, attend the meetings, and take notes, and prepare reports of the proceedings.
- As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data, and makes preliminary analyses. Revises and updates SOPs for administrative support functions, and trains/mentors’ new hires and/or substitute personnel.
- Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate offices for action. Composes replies for his/her own signature when appropriate. Exercises judgment in presenting material to the PDAS in which he/she has special interest or which for reasons of special confidential consideration is not reviewed by any member of the immediate staff. Composes correspondence for the PDAS’s signature.
- Processes / reviews all incoming and outgoing letters, memos, and related correspondence. Prepares reports, memoranda, and other forms of written communication. Composes and edits letters, reports, and general office memoranda for publication/distribution on behalf of the PDAS.
- Types a large volume of correspondence, telegrams, and memoranda for the PDAS, Bureau, and Department principals and ensures that all conform to style and format guidelines established by the Department’s Executive Secretariat.
- Transcribes and transmits notes taken during meetings as required.
- When the PDAS is absent, the incumbent maintains a file of correspondence and events of which the PDAS should know about and upon his or her return, brings such matters to their attention.
- Responsible for carrying out special assignments for the PDAS which require a high degree of tact and diplomacy and comprehensive knowledge of the views of the PDAS.
- Maintains office files, procures office supplies, and ensures smooth administrative functioning of Front Office.
- Incumbent works with a team of administrative/program analysts responsible for staffing the Front Office suite, greeting, and directing visitors, Department employees, and guests, in person or over the telephone. Assist guests in the suite and direct them, as needed once credentials have been confirmed.
- Maintain a clean, orderly, professional appearance in the SCA Front Office suite.
- Assist new Front Office employees with check-in procedures, to include account login, nameplates, phone lists, building and/or door access, and business cards.
- Manages other tasks authorized by Government Task Manager that fall within the scope of this task order.
- Help provide advice and guidance to staff on applicable procedures, instructions and other regulations to the clerical personnel assigned to the office.
- Help establish and maintain office records of various types that may be needed or shall assist in the efficient operation of the office. Ensure files have all pertinent documents and signatures. Maintain and accurately update file system to enable quick and efficient retrieval of information. Accurately purge files or perform other file disposition actions in accordance with established procedures. Effectively supervise or perform annual file inventory. Where appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received.
- Help enhance the ability of the office to support overall mission requirements through performance of one or more of the following: Use database or spreadsheet software to accurately enter, revise, sort, calculate, and retrieve data for standard reports; use graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations; or accurately and promptly transmit and receive documents and messages electronically using a PC or a workstation.
- Requisition office supplies, printing support, and related materials. Prepare and submit requisitions and tracks requisitions for timely completion.
- Prepare time and attendance and travel requests for SCA/FO Staff.
- Serve on task forces at the request of the SCA/FO.
- As needed, travel overseas or in the United States in support of special SCA/FO projects.
1. SPECIAL KNOWLEDGE, EXPERIENCE AND EDUCATIONAL REQUIREMENTS
- U.S. Citizenship
- Demonstrated ability to communicate effectively orally and in writing.
- Demonstrated ability to work on teams.
- Demonstrated ability to establish and maintain effective relationships.
- Demonstrated ability to provide excellent customer service.
- Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times
- At least three to five (5) years working with the U.S. Department of State preferred, gaining appropriate knowledge of the Department organization, systems, and processes.
- Excellent knowledge of Department of State operations and overall office management experience.
- Experience as Office Management Specialist working under pressure.
- Working knowledge of personal computers and general administrative practices.
- Must hold bachelor’s degree.
- Worked at least one year in the Department of State as supporting management.
- Must be proficient in Microsoft Outlook Tools
Drug Testing-Required
Background check-Required
Job Type: Full-time
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
Schedule:
Education:
Security clearance:
Work Location: In person