|Title:||Office Manager/Office Management Specialist|
|Security Level:||Top Secret|
Title: Office Management Specialist
Rate: GS 12-1 (Approximately)
Location: Washington, D.C.
Schedule: Full-time, M-F, 8:15 AM to 5:00 PM, with a 45-minute meal break
Travel: Travel is not required for this position
Education: Minimum High School diploma. Some higher education preferred.
Experience: Minimum of five (5) years’ administrative experience to include records management and
office administration in a large organization.
Clearance Level: Active Top Secret (DoD preferred)
We currently have an opening on our team for an experienced Office Management Specialist to support a Department of State contract. The Bureau of Counterterrorism and Countering Violent Extremism has a requirement for full- time support services of an Office Management Specialist to support the Office of the Executive Director (CT/EX) and the Office of Programs (CT/P).
The purpose of this position is to assist with the management of day-to-day administrative affairs of both CT/EX and CT/P offices. The Office Management Specialist also serves as the primary initial point of contact for items received from both USG entities as well as foreign governments and will ensure issues are forwarded to the responsible EX and P staff member. Actions completed by the contractor within this position include, but is not limited to, serving as a backup staffing in other sections of the Bureau, coordination of materials, payroll functions, assistance with processing invoices, travel, and scheduling. Primary duties are administrative in nature and may not be all-inclusive as listed below.
DUTIES AND RESPONSIBILITIES:
• Maintain and coordinate office directors’ calendars and office schedules.
• Coordinate and enter time and attendance for assigned employees and act as backup for other
timekeepers when out of office.
• Make travel arrangements and ensure all clearances are completed to include country clearances for
• Manage activities and conferences, oversee domestic and international travel arrangements for
principals, directors, deputies, and staff as needed.
• Assist other staff in coordinating the production of information and materials (e.g., written policy
guidance, strategy, information and action memoranda, texts of speeches and articles, congressional
testimony, talking points, and background information related to particular negotiations or other
efforts in resolving problematic interagency or international relationships).
• Ensure timely action by relevant managers and staff on received action items requiring action by the
EX Director or Programs Director.
• Review draft materials and make or suggest changes as appropriate, anticipating questions likely to be
• Review documents and incoming mail for content in order to assign appropriate action/distribution
within both offices.
• Receive and make appropriate disposition of a high volume of incoming requests from officials in and
outside the Department for meetings, conferences, speaking engagements, and attendance at major
public forums. Coordinate such requests with relevant staff to ensure timely action is taken on all
• Ensure material requiring action is brought to the attention of the appropriate Principles and Deputies.
Likewise ensure that information and guidance emanating from the Coordinator is promptly conveyed
to the other staff.
• Work directly with the EX Director to assess, distribute and submit FAM clearances as instructed.
• Review outgoing documents for proper format, consistency, grammatical accuracy, completeness, and
alacrity, makes necessary directions or returns to originator for changes.
• Advise CT personnel of overdue items, upcoming deadlines, the priority of issues and format of
materials required for the Office’s mission in accordance with Department of State Regulations and
under appropriate Government supervision.
• Provide security escorting service as needed.
• Assist with duties related to acquisition and procurement for office supplies.
• Assist with requisition data entry for contracts; contract/invoice reconciliation; invoice filing and forms
drop off at cashier’s office. This task is not a primary duty. The contractor will serve as a back-up if
needed as a result of absence by the primary or during high-peak seasons such as end of the Fiscal
Year. This task will require that the contractor prepare Invoice Approval Forms (IAF) for final review
and approval by the COR for each contract. Duties associated with this task are as follows:
- Verify hours remaining on contracts and availability of funds by pulling status report from the Department’s Global Financial Management System and ensure that the information on the Bureau’s CT Contracts SharePoint site reconciles with that found within GFMS.
- Review the vendors’ invoices to ensure all required documentation (e.g. receipts, timesheets, etc.) supporting payment were provided as required and that all invoiced expenses are valid. This requires the contractor to have knowledge of the Federal Travel Regulation (FTR) and FAM. Bring to the COR’s attention any questionable expenses. COR will be final decision authority as to whether reject or approve an invoice.
- Once expenses are reviewed and found to be valid, contractor will fill out the IAF and file in the appropriate CT Share Drive folder for review and action by the COR.
- Upon approval by the COR, the contractor will process the invoice for payment by sending to the appropriate finance office and saving the final payment approval electronically per the Bureau’s Standard Operating Procedures (SOP).
- Contractor will acknowledge questions from the finance office as well as vendors related to invoices. If the issue does not require a decision and is only clarification of possible errors, the contractor can resolve without government review. If decisions are required or if the issue is of a sensitive matter or requires approval of funding, the vendor will coordinate with the COR for assistance. At no time will the contractor make decisions on the government’s behalf without coordination with a federal government employee.
MINIMUM EDUCATION / QUALIFICATIONS:
• Minimum High School diploma. Preferred some higher education
• Minimum of five (5) years’ administrative experience to include records management and office
administration in a large organization.
• Experience with calendar and travel management for senior leadership.
• Prior knowledge and experience with the Federal Travel Regulation (FTR). Ideal will be to have
previous experience with applicability within the Department of State.
• Ability to work with minimal supervision and deal directly and effectively with senior officials of the
Department and interagency management.
• Knowledge of the organizational structure of the State Department and CT. Will be expected to be
familiar with the role of each Front Office staff person combined with comprehensive understanding
of the paper flow process to/from the Executive Secretariat, the Secretariat, the Operations Center
and the 7th floor Principals in a short period.
• Ability to prioritize and work on tasks simultaneously under the conditions as described: Processing of
numerous and different responsibilities and tasking within stringent deadlines. Challenges include
meeting deadlines without compromising quality control standards. Document review, distribution,
and processing require general substantive understanding of the subject matter and the priority
attached to the subject matter by CT and Department principal officials. Shifting priorities, breakdowns
in communication and the inaccessibility of key signatories often obscure courses of action. Decisions
must be made concerning the acceptability of bypassing normally essential requirements in situations
where streamlining the process is necessary.
• Telework may be required during inclement weather.
• Ability to establish liaison at all levels throughout the foreign policy and intelligence communities to
exchange information vital to both spheres of operation.
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.