Office Management Specialist

One Federal Solution; Washington (District of Columbia); On-site; USD 55,000 - 75,000; Full time

Job summary

One Federal Solution is seeking a highly organized Office Management Specialist to support a fast-paced federal office in Washington, DC. You will manage a range of administrative and office management duties, ensuring timely coordination, review, and routing of executive-level correspondence.

The role requires exceptional organizational skills, attention to detail, and the ability to maintain professionalism while supporting daily office operations and high-priority communications.

Qualifications

• High School Diploma and at least 1 year of experience in an administrative or office management role.
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, SharePoint, Outlook).
• Ability to type final forms of official documents for senior leadership, White House, and Members of Congress.
• Excellent organizational and time-management skills.
• Active Secret Clearance.
• Strong written and verbal communication abilities.
• Outstanding customer service and interpersonal skills.

Responsibilities

• Manage administrative functions, reception duties, and escort guests as needed.
• Monitor incoming and outgoing correspondence for clearance using ETS.
• Proofread and review outgoing correspondence for format, etc., prior to signature.
• Read and distribute incoming correspondence to action officers for timely handling.
• Review outgoing documents for signature/clearance and correctness.
• Serve as time and attendance coordinator for the Government manager and staff.
• Arrange domestic and international travel for the Government manager and staff.
• Maintain organized filing systems for retrievability.
• Locate and compile background information for meetings and briefings.
• Update and maintain public information resources.
• Coordinate logistics for meetings and conferences.
• Receive and manage calls and visitors for the section, directing inquiries appropriately.
• Make outgoing calls and handle incoming calls as required.
• Perform general office support duties (supplies, printing, faxing, copying).
• Maintain calendar, schedule meetings, and provide background materials.
• Liaise between Government manager and staff regarding commitments and procedures.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Discretion

Customer service

Education

High School Diploma

Tools

Microsoft Office

SharePoint

Outlook

PowerPoint

Excel

Job description

One Federal Solution is seeking a highly organized and detail-oriented Office Management Specialist to support a fast-paced federal office in Washington, DC. The ideal candidate will manage a variety of administrative and office management functions while ensuring the timely coordination, review, and routing of executive-level correspondence. This role requires exceptional organizational skills, attention to detail, and the ability to maintain professionalism while supporting daily office operations and high-priority communications.

Office Management Specialist Tasks and Duties

• Manage administrative functions, reception duties, and escort guests as needed.
• Monitor incoming and outgoing Red Border, Congressional, and general correspondence for clearance using OCS' Executive Tasking Site (ETS).
• Proofread and review all outgoing correspondence (including S/S, White House, Congressional, and routine documents) for completeness, proper formatting, and required clearances prior to signature or approval by the immediate Government manager.
• Read and distribute incoming correspondence to appropriate action officers, ensuring timely paper flow and proper routing for expeditious handling.
• Review all outgoing documents requiring signature or clearance for format, accuracy, neatness, TAGS, priority designation, and compliance with policy; return non-conforming items to originators for correction.
• Serve as time and attendance coordinator for the immediate Government manager and staff.
• Arrange domestic and international travel for the immediate Government manager and office staff, including preparing travel vouchers, obtaining country clearances, booking hotels, securing tickets, passports, visas, and itineraries.
• Establish and maintain organized filing systems to ensure materials are readily retrievable.
• Locate and compile background information for correspondence, meetings, and briefings.
• Update and maintain public information resources, ensuring accessibility and accuracy.
• Liaise with officers and utilize web-based resources to provide and maintain updated public information.
• Coordinate logistics for meetings and conferences.
• Receive and manage all telephone calls and visitors for the immediate section, determining the nature of inquiries and referring them appropriately to expedite responses.
• Make outgoing calls and handle incoming calls as required.
• Perform general office support duties, including maintaining office supplies, printing, faxing, and copying materials.
• Exercise sensitivity and discretion when handling calls from Members of Congress, media representatives, or the public with special concerns.
• Maintain the Government manager's calendar, scheduling and rescheduling meetings, advising on commitments, and providing background materials for upcoming engagements.
• Serve as liaison between the Government manager and staff, ensuring communication of commitments, procedural changes, and requirements.
• Perform other tasks, assignments, and duties as directed by the immediate Government manager.

Office Management Specialist Education/Experience Required

• High School Diploma and one (1) year of experience in a similar administrative or office management role.
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, SharePoint, Outlook).
• Ability to accurately type final forms of official documents, including those destined for senior leadership, the White House, and Members of Congress.
• Excellent organizational and time-management skills.
• Active Secret Clearance
• Strong written and verbal communication abilities.
• Outstanding customer service and interpersonal skills.
• Ability to maintain composure and professionalism under pressure