Office Management Specialist

PCI Technology & Mission Solutions Sector; Washington (District of Columbia); On-site; USD 65,000 - 95,000; Full time

Job summary

The Office Management Specialist provides support to the Department of State's Bureau of African Affairs and reports to the Program Manager. The position is 100% on-site.

The role involves managing the office, coordinating events and travel, maintaining records, and ensuring efficient administrative operations in a high-security environment. Strong organizational, communication, and customer service skills are essential.

Qualifications

• Must be a U.S. citizen and able to obtain Secret clearance.
• Minimum Education: High School Graduate or equivalent
• Minimum Years' Experience: 4 years or more
• Proficient in Microsoft Office Suite
• Possess strong multi-tasking and organizational skills
• Strong interpersonal and customer service skills
• Demonstrated written and oral communications skills
• Ability to handle complexity and highly detailed responsibilities
• Experience and ability to work and interact with others and provide excellent customer service
• Ability to prioritize work and make decisions
• Skill and ability in managing multiple concurrent activities of varying complexity

Responsibilities

• Manage the office within the Bureau of African Affairs, including scheduling events and travel
• Monitor clerical, administrative and secretarial tasks among staff
• Allocate resources to enable task performance
• Coordinate with the Africa Bureau Executive Support Office to enhance office support
• Arrange meetings, organize files, manage travel, and distribute information via telephone, mail and e-mail
• Represent the front office with tact and diplomacy while meeting requirements
• Disseminate information, coordinate mailings and proofread documents
• Coordinate agendas and critical correspondence

Skills

Multitasking

Organizational skills

Customer service

Written and verbal communications

Microsoft Office

Education

High School Diploma

Tools

Microsoft Office Suite

Job description

Summary

The Office Management Specialist provides support to the Department of State's Bureau of African Affairs and reports to the Program Manager. The position is 100% on-site.

• Managing the pertinent office within the Bureau of African Affairs to include scheduling for special events and travel
• Monitors clerical, administrative and secretarial responsibilities and tasks among office staff
• Allocation of resources to enable task performance
• Work with the Africa Bureau Executive Support Office to enhance all areas of office support
• Serve as the assistant office information manager by arranging and scheduling meetings or appointments, organizing and preserving paper and computer files, managing special projects, handling travel arrangements, performing research, and distributing information through the use of telephones, mail, and e-mail.
• Must be able to represent the front office with tact and diplomacy while making sure that requirements are met.
• Be prepared to disseminate information, coordinate mailings, proofread documents, etc.
• Coordinating agendas, trip books and other critical correspondence
• Receiving and handling information for distribution to staff
• Coordinate office staff activities to ensure maximum efficiency
• Organize orientation and training of new staff members
• Coach office staff on admin procedures
• Design and implement filing systems
• Establish and monitor procedures for record keeping
• Ensure security and confidentiality of data
• Design and implement office policies and procedures
• Ensure office policies and procedures are being adhered to
• Analyze and monitor internal processes
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions
• Maintain a safe and secure working environment
• Handle internal office inquiries
• Manage internal staff relations

Summary

The Office Management Specialist provides support to the Department of State's Bureau of African Affairs and reports to the Program Manager. The position is 100% on-site.

Essential Duties And Responsibilities

• Managing the pertinent office within the Bureau of African Affairs to include scheduling for special events and travel
• Monitors clerical, administrative and secretarial responsibilities and tasks among office staff
• Allocation of resources to enable task performance
• Work with the Africa Bureau Executive Support Office to enhance all areas of office support
• Serve as the assistant office information manager by arranging and scheduling meetings or appointments, organizing and preserving paper and computer files, managing special projects, handling travel arrangements, performing research, and distributing information through the use of telephones, mail, and e-mail.
• Must be able to represent the front office with tact and diplomacy while making sure that requirements are met.
• Be prepared to disseminate information, coordinate mailings, proofread documents, etc.
• Coordinating agendas, trip books and other critical correspondence
• Receiving and handling information for distribution to staff
• Coordinate office staff activities to ensure maximum efficiency
• Organize orientation and training of new staff members
• Coach office staff on admin procedures
• Design and implement filing systems
• Establish and monitor procedures for record keeping
• Ensure security and confidentiality of data
• Design and implement office policies and procedures
• Ensure office policies and procedures are being adhered to
• Analyze and monitor internal processes
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions
• Maintain a safe and secure working environment
• Handle internal office inquiries
• Manage internal staff relations

Education And Qualifications

• Must be a U.S. citizen and possess or be able to obtain a Secret clearance. Preference will be given to those with active security clearance.
• Minimum Education: High School Graduate or equivalent
• Minimum Years' Experience: 4 years or more
• Proficient in Microsoft Office Suite
• Possess strong multi-tasking and organizational skills
• Strong interpersonal and customer service skills
• Demonstrated written and oral communications skills
• Ability to handle complexity and highly detailed responsibilities
• Experience and ability to work and interact with others and provide excellent customer service
• Ability to prioritize work and make decisions
• Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times