Job Openings >> Management Analyst/Office Management Specialist
Management Analyst/Office Management Specialist
Summary
Title:Management Analyst/Office Management Specialist
ID:1732
Location:Washington, DC
Company:RavenTek Solutions
Security Level:Secret
Description

Title: Management Analyst/Admin Support Specialist

Rate: GS 13-1 (Approximately)

FSLA: Exempt
Location: Washington, DC
Schedule: Full-time, M-F, 8:15 AM to 5:00 PM, with a 45-minute meal break
Travel: N/A

Clearance Level: Active Secret Clearance (DoD preferred)

 

We currently have an opening on our team for an experienced Management Analyst/Admin Support Specialist to support the Bureau of Near Eastern Affairs (NEA) of the Department of State.

 

The incumbent will develop, manage, and maintain administrative and general services processes that enable NEA/AC, a fast-paced office managing sensitive, high-profile policy and programmatic issues, to accomplish its mission of coordinating and programming in foreign assistance resources for the Middle East and North Africa (MENA). The office is responsible for coordinating within the Department and interagency community to ensure that foreign assistance for MENA meets dynamic policy imperatives. The office is also responsible for managing and implementing several foreign assistance-funded programmatic initiatives, such as the Middle East Partnership Initiative (MEPI), the Near East Regional Democracy (NERD) program, and non-lethal assistance to Syrian actors. The work of NEA/AC includes diverse functional responsibilities that involve complex issues and/or assignments. The incumbent represents the office and office management in many administrative areas and makes decisions and/or recommendations which have broad impact on the office’s operation. The incumbent is the sole or primary staff member responsible for performing the articulated duties.

 

 

DUTIES AND RESPONSIBILITIES:

 

Public Contact

  • Receives, schedules, and makes proper disposition of telephone calls coming into the office, referring to the appropriate management or staff person only those calls, which in his/her judgment, cannot or should not be handled by him/herself. Referrals are based on knowledge of programs and operations.
  • Uses discretion in protecting the interests of the office and bureau.
  • Takes notes of any important calls, including those personally handled and those referred; coordinates actions taken, and ensures proper follow-up, as needed, contacting other office or bureau officials, as appropriate.
  • Maintains current knowledge of and is able to explain the office’s purpose and functions in order to effectively interface with staff as well as with the outside world.

 

Schedule/Meetings

  • Maintains the schedule for the Director and/or Deputy, arranging, referring to other officials, or rescheduling appointments, as necessary. In this connection, the incumbent handles all requests for meetings and appointments, decides the distribution of the principal’s time, prepares or requests preparation of briefing memoranda indicating purpose of appointments and outlining background data.
  • Assures that appropriate staff members, based on content of meetings and knowledge of office programs and operations, are available, and coordinates and adjusts schedules, as appropriate, to ensure attendees are available and notified.
  • Oversees the preparation of materials for use by senior office staff at high levels and sensitive meetings and conferences, gatherings, and public appearances both within the United States and abroad and including invitations.
  • Discusses the subject of meetings called by the office so that invitees are properly informed and provided with necessary information.
  • Provides escort for visitors, as well as information on building/facility security clearance procedures and directions.

 

Requisition

  • Assists with the scheduling and monitoring of purchasing/procurement transactions for the full range of standard items and services to meet mission needs.
  • Proactively identifies and assists in the planning and coordination of a variety of general office support services, such as requisition, purchase, storage, and maintenance of stock levels; installation, repair, maintenance, and disposal of office equipment, etc.
  • Monitors office resources, the use of services, supplies, and equipment. Prepares resource status reports for the supervisor's use. Oversees a variety of general support services such as office supply stock levels and office equipment. Reviews established procedures for procurement and tracking of office supplies and equipment and evaluates their effectiveness.
  • Works on requisitions for house services i.e., telephone and IT needs, on behalf of the director, chiefs, and office staff. Assesses area(s) where work needs to be completed, generates service tickets, and coordinates with affected staff inside and outside the office and bureau.
  • Proactively and independently identifies areas for the improvement of office efficiency and order; use initiative, judgment, and discretion, where necessary, and independently addresses challenges or concerns or brings them to the attention of managers or staff.
  • Submits work requests/orders, on behalf of the office or members of management or staff, as requested, office equipment (i.e., printers, copiers, etc.) and repairs, as well as for general work space-related needs (i.e., light replacement, etc.).
  • Proactively ensures that basic office supplies (i.e., adequate toner, paper, pens, etc.) are stocked and prepares requisition orders, as necessary.

 

Office Automation Systems

  • Uses office automation systems and various software packages to accomplish a wide variety of clerical and data entry/retrieval tasks in support of the work of the office.
  • Utilizes knowledge of software utilities and function commands to manipulate text to accomplish format revisions, deletions, and additions.
  • Provides support to senior office leadership and staff, as needed, by preparing data in the form of graphs, charts, slides, or other forms of electronic presentation, drawing on expertise with office automation systems and frequently used software (Excel, PowerPoint, etc.).
  • Facilitates and serves as point of contact for NEA/AC on information management including the organization data within the shared drive, SharePoint, and online database systems.

 

Correspondence

  • Reviews, analyzes, and screens incoming correspondence, routing issues of overriding and central importance to the director or division chiefs/chief of staff, and all other correspondence to other appropriate staff members.
  • Makes independent decisions on selected matters that can be resolved with own expertise.
  • Prepares a variety of narrative materials, such as correspondence, reports, etc. in final form the Director or Deputy’s signature.
  • Performs a critical review of messages and documents, particularly those prepared for the Director or Deputy’s signature; ensures proper punctuation, grammar, spelling and capitalization, as well as adherence to Department formatting and processing guidelines.
  • Reviews incoming correspondence and exercises judgment to forward, as necessary, with relevant information or instructions to the appropriate staff member (s) for action.
  • Tracks taskings, correspondence, etc., moving between the office and the NEA Front Office.

 

Liaison

  • Excellent interpersonal skills and the ability to establish and maintain working relationships and communicate with officials at all levels, including senior levels in the Department and other U.S. government agencies.
  • Serves in a liaison capacity between Director and Deputy and the staff and with other offices within and outside of the department.
  • Keeps staff informed of ongoing actions taken or decisions rendered by the Director or Deputy on matters, which may, in their absence, require action.
  • Keeps the Director/Deputy fully informed of outstanding commitments, decisions to be made, or actions to be taken.
  • Transmits and interprets instructions from the Director/Deputy to staff members and, as

necessary, other officials within the bureau and department.

  • Develops and maintains contacts in other offices in order to facilitate communication. Drafts, revises, and/or tracks documents related to the area of assignment; arranges office clearances, transmits information, as needed.

 

Travel

  • Makes travel arrangements, including scheduling of appointments, security travel and hotel reservations, passports, visas, and travel advances, as necessary. Upon travelers’ return, prepares vouchers from travel diaries, notes, and the personnel's knowledge of arrangements. Due to the heavy demands on officer’s time, such arrangements frequently become complicated due to last-minute changes and travel revisions after departure.
  • Assures accurate and timely preparation and submission of travel vouchers.

 

Recordkeeping

  • Establishes and maintains office records of various types required to support the office in the conduct of daily activities; ensures files have all pertinent documents and signatures. Maintains an accurately updated file system to enable quick and efficient retrieval of information. Retrieves, edits and reformats texts, searches files and records, stores or extracts material, transmits information. Accurately retires files or performs other file disposition actions in accordance with established procedures. Performs annual file inventory.

 

Other

  • Provides back-up support and assistance to other support staff, as needed.
  • Performs additional assignments and special projects, as needed.
  • Prepares and submits time and attendance for assigned staff.
  • Facilitates internal meetings, training sessions, and discussions including those related to NEA/AC administrative policy and procedures.
  • Makes independent decisions on selected matters that can be resolved with own expertise.
  • Oversees the preparation of materials for use by senior office staff at high levels and sensitive meetings and conferences, gatherings, and public appearances both within the United States and abroad and including invitations.
  • Provides technical knowledge management support to staff, including information technology (IT) support work for the office, such as serving as website administrator, resetting passwords, managing user/group permissions, and basic troubleshooting.
  • Schedules conference rooms/VTCs; coordinates and facilitates the logistics of participants, including those from the outside or overseas.
  • Proactively updates and maintains office and division-specific contact and administrative/overview information for employees, including onboarding materials for new employees; manages and processes all administrative (i.e., including IT, badging, and building access) aspects of new employee’s arrival.


 

 

SPECIAL KNOWLEDGE AND EDUCATIONAL REQUIREMENTS:

 

  • A Bachelor’s degree is preferred, but not required for this position.
  • Ability to effectively communicate orally and in writing.
  • Knowledge of the principles of English grammar, punctuation and spelling.
  • Experience Travel Management.
  • Ability to work in a high-pressured office, with short deadlines, and to multi-task.
  • Office management experience and working knowledge of general administrative practices.
  • Ability to work under pressure and tight or short deadlines.
  • Ability to work independently, and with initiative, good judgment, and, where necessary, discretion.
  • Demonstrated ability in working with classified and unclassified computer systems and data bases.
  • Experience with and demonstrated knowledge of Excel, Microsoft Word, SharePoint, and related computer-based program operations; ability to keep current with updates and changes.
  • Experience in tracking document flow and clearance processes and distribution of documents to appropriate personnel.
  • Experience with database management and analyses of quantitative and qualitative data (involving various data sources) and results reporting.
  • Familiarity with principles and practices of knowledge management.
  • Experience in formulating and writing policies, processes and procedures.
  • Experience in developing data logs and reports (with quantitative and qualitative data).
  • Experience skills in database management, data entry, mining and analysis, and reporting.
  • Ability to learn and work with database applications.
  • Experience knowledge of global internet access and research capabilities.
  • Experience in program administration, operating procedures, oversight and monitoring.
  • Experience with office management and administration, operating procedures, and general services.
  • Proficiency with time-keeping and travel management. Strong, timely, and precise organizational skills and multi-tasking abilities.
  • Strong critical and creative thinking and analytical skills.
  • Command of professional communications.
  • Excellent knowledge of Department of State operations.
  • Expert knowledge of Department rules governing the preparation, formatting, and transmission of documentation to serve as the office’s compliance contact, ensuring that documents leaving the office are consistent with these rules.
  • Strong written and oral communication skills, especially the ability to convey concepts for peers, senior officials, and outside audiences.
  • Strong ability to work independently, with minimal supervision, and multi-task in a high volume, fast-pace work environment.
  • Strong ability to have a flexible, team-oriented approach to work.
  • Strong ability to work to tight deadlines and adept at multi-tasking.
  • Strong ability to work effectively as part of a diverse team.
  • Strong ability and willingness to build new skills and knowledge in a rapidly evolving political policy and programmatic environment.
  • Excellent ability to build and maintain strong working relationships with colleagues.
  • Exposure to U.S. foreign affairs agencies and/or international organizations.
  • Foreign language skills a plus.

 

 

 

Benefits:

 

Raventek Solutions’ competitive benefits program includes comprehensive medical and dental care, matching 401K, paid time off, flexible spending accounts, disability coverage, and other benefits that help provide financial protection for you and your family.

 

Raventek Solutions provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex/gender, sexual orientation, national origin, age, disability, marital status, genetic information and/or predisposing genetic characteristics, victim of domestic violence status, veteran status, or other protected class status. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training. The Company also prohibits retaliation against any employee who exercises his or her rights under applicable anti-discrimination laws. Notwithstanding the foregoing, the Company does give hiring preference to Seneca or Native individuals. Veterans with expertise in these areas are highly encouraged to apply.

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