|Title:||Office Management Specialist|
|Security Level:||Top Secret|
Title: Office Management Specialist (Administrative Specialist III)
Rate: GS 10-8 (Approximately)
Location: Washington, DC
Schedule: Full time, M-F, Rotating Shift Schedule: 7am-3:45pm, 9:15am-6pm,11:45am-8:30pm – with a 45-minute lunch break
Education: High School Diploma minimum, Associates Degree preferred
Experience: Three years of Office Management Specialist (Administrative Specialist III) or similar experience preferred
Clearance Level: Active TOP SECRET with ability to acquire SCI
We currently have an opening on our team for an experienced Office Management Specialist/Administrative Specialist III contractor to support the Department of State at their offices in Main State/HST.
The OMS/Administrative Specialist III position is located in the Front Office of the Coordinator for Counterterrorism (CT). He/she provides professional services in support of a wide variety of essential administrative and managerial tasks with minimal direction. The contractor will deal directly and effectively with senior officials of the Department and interagency partners. The contractor must be discreet in handling highly sensitive material, maintaining proper records, and disposing of them in accordance with Department policy. The contractor also assists with proper operation of all front office facilities, including secure locations. The Front Office is a fast-paced environment where accuracy, attention to detail, and speedy task completion are essential. This position involves many competing priorities and the ability to manage multiple front office requests. The contractor must maintain professionalism and exhibit excellent customer service to internal as well as external customers.
The Bureau of Counterterrorism’s mission is to promote U.S. national security by taking a leading role in developing coordinated strategies and approaches to defeat terrorism abroad and securing the counterterrorism cooperation of international partners.
DUTIES AND RESPONSIBILITIES:
Development and Management of Forward Calendar and Travel
- Maintains the schedule of appointments, arranges, refers to other officials, or reschedules appointments as necessary for multiple Front Office principals, including the Coordinator of Counterterrorism.
- Handles requests for meetings and appointments and decides the distribution of time in consultation with Front Office principals and staff.
- Prepares or requests preparation of briefs indicating purpose of briefing by appropriate officers.
- Discusses with officials invited to meetings the subject of such meetings so that principals are properly informed and supplied with necessary information.
- Coordinate all domestic and international travel on behalf of the Principal Deputy Coordinator and Deputy Coordinators, and Coordinator as needed. The Principal Deputy Coordinator and Coordinator maintain a constant travel schedule to attend counterterrorism-related conferences and/or speaking events. The travel arrangements can be quite complex and require extensive coordination between air carriers, travel agents, hosts, events and the administrators who originate travel orders and related travel funding.
Liaison and Information Research
- Serves as the liaison between his/her counterparts in various offices within the Department, White House, NSC, Defense Department, and other US Government offices.
- Assures that principals are well-informed on activities in which he/she has responsibility or exhibits a particular interest.
- As requested or on own initiative makes careful and exhaustive searches for information difficult to obtain and performs special research studies on assigned problems that the contractor’s government manager does not have time to pursue personally.
- Relieves the government manager of research details utilizing a thorough understanding of the activities of the Department.
- Screens callers, in person and by telephone, many of whom include high-ranking government officials and high national figures including representatives of private businesses and public interest groups. The contractor tactfully ascertains the nature and importance of their call, arranges for appointments or determines whether they should be referred to other officials of the Department. The contractor also undertakes the same role for emails and other forms of correspondence which come to the Front Office.
- Follows-up on important telephone conversations and takes appropriate steps to ensure that necessary action is initiated and ascertains that such action is completed as quickly as possible.
- Follows-up and ensures proper execution of all commitments and obligations incurred in telephone conversations, personally making necessary contacts with the officials and individuals concerned.
- Establishes and maintains officer tickler system and files of correspondence, reports, publications, and other documents for government manager’s use.
- Sets up and maintains control records and conducts follow-up as required to ensure prompt and proper handling of documents.
- As required during periods of crisis, remains on duty or comes into office during emergency situations or inclement weather; is telework ready (if appropriate) and accessible in cases where inclement weather or emergencies prevent coming to physical office location.
Correspondence Coordination and Information Flow
- Researches, analyzes, critiques, and coordinates correspondence and information flow and systems.
- Develops and recommends improvements to Bureau internal policies, system, training, work methods, and administrative procedures for ensuring the effective management of communications between CT and other Bureaus within the Department and counterparts in other agencies.
- Develops and maintains correspondence management processes, including development and use of specific paragraphs or letters, correspondence style and format guides and manuals, tasking and suspense controls.
- Reviews and analyzes material referred to the office and determines which requires the government manager’s personal attention and attaches background material with appropriate recommendations for action.
- Personally handles the remainder, drafting replies or referring material to other officials of the Secretary’s staff or other Department officials with recommendations as to the government manager’s views.
SPECIAL KNOWLEDGE REQUIREMENTS:
- Mastery of a wide range of analytical and evaluative methods and techniques for the assessment of the potential effectiveness of the Principal Deputy Coordinator’s and Deputy Coordinators’ participation in proposed events, selection of suitable events, and post-event evaluation of the actual effectiveness of participation in selected events.
- Skill in interacting with officials at all levels of the private and public sector in order to obtain acceptance of and cooperation with the Coordinator’s programmatic agenda, proposals, and preferences. This includes skill in advising and instructing other Department offices and officials on the Coordinator’s travel, meetings and events, their planned participation in such events, etc. to ensure a smooth coordinated effort.
- Skill in attention to detail, ability to anticipate needs, and excellence in customer service in all interactions. Ability to exhibit a professional demeanor and presence in all instances, and ability to multitask in high energy, high stress, fast paced environments.
- Ability to independently initiate the planning and design of difficult and complex events. Ability to anticipate and adapt procedures to meet emergency situations.
Due to the sensitivity of the position, the Program Office retains the right to meet with the candidates, including second and third level meet and greet by higher-level principals.
Raventek Solutions’ competitive benefits program includes comprehensive medical and dental care, matching 401K, paid time off, flexible spending accounts, commuter benefits, 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.