Office Management Specialist

Jobtailor; Washington (District of Columbia); On-site; USD 60,000 - 90,000; Full time

Job summary

Jobtailor in Washington, DC seeks a highly organized administrative professional with Secret Clearance to manage daily office operations, scheduling, and correspondence in a fast-paced environment tied to US foreign affairs policies. You will handle travel arrangements, onboarding, evaluations, and interagency coordination while maintaining strict confidentiality and high attention to detail.

The role requires strong communication and multitasking abilities, with flexibility for after-hours work

Qualifications

• Must hold Secret Clearance and pass background checks.
• Experience with US foreign affairs or policy strongly preferred.
• Proficient in MS Office Suite (Word, PowerPoint, Excel) and Outlook.
• Excellent organizational, analytical and problem-solving skills.

Responsibilities

• Manage daily office operations, communication workflows, scheduling, correspondence, and records management.
• Process time and attendance through TATEL.
• Arrange staff travel using E2Solutions, including travel authorizations, visas, reservations, vouchers, and receipts.
• Track assignments and tasker completion.
• Orient and onboard new employees.
• Input annual staff evaluations into performance software.
• Procure and organize office supplies through Arriba.
• Schedule meetings and maintain leadership calendars through Outlook.
• Provide courteous service to staff, visitors, stakeholders, and callers.
• Maintain phone lists, safe combination information, internal information, and office files.
• Arrange conference services and support interagency and public outreach meetings.
• Submit repair, cleaning, and physical maintenance requests.
• Attend staff meetings, take notes, and distribute meeting minutes.
• Maintain team business contact lists and databases.
• Develop and maintain the office SharePoint website.
• Serve as Unit Security Officer and enforce security best practices.
• Proofread and format policy team papers.
• Provide temporary administrative support to the F Front Office.
• Attend training sessions as needed.
• Perform other duties as assigned.

Skills

Secret Clearance

Interpersonal skills

Organizational skills

Multitasking

Adaptability

Tools

TATEL

E2Solutions

Outlook

Arriba

MS Word

MS PowerPoint

MS Excel

SharePoint

Job description

• Manage daily office operations, communication workflows, scheduling, correspondence, and records management
• Process time and attendance through TATEL
• Arrange staff travel using E2Solutions, including travel authorizations, visas, reservations, vouchers, and receipts
• Track assignments and tasker completion
• Orient and onboard new employees
• Input annual staff evaluations into performance software
• Procure and organize office supplies through Arriba
• Schedule meetings and maintain leadership calendars through Outlook
• Provide courteous service to staff, visitors, stakeholders, and callers
• Maintain phone lists, safe combination information, internal information, and office files
• Arrange conference services and support interagency and public outreach meetings
• Submit repair, cleaning, and physical maintenance requests
• Attend staff meetings, take notes, and distribute meeting minutes
• Maintain team business contact lists and databases
• Develop and maintain the office SharePoint website
• Serve as Unit Security Officer and enforce security best practices
• Proofread and format policy team papers
• Provide temporary administrative support to the F Front Office
• Attend training sessions as needed
• Perform other duties as assigned

Requirements

• Experience with US foreign affairs/policy, especially related to foreign assistance
• Familiarity with Department of State policies, procedures and mission
• Secret Clearance is required
• Must be able to pass a background check; additional background checks may be required
• Exceptional interpersonal skills and clear, professional, articulate communication
• Excellent organizational, analytical, and problem-solving skills with high-level attention to detail
• Ability to multitask and prioritize in a fast-paced environment with changing priorities
• Adaptability and ability to learn quickly
• Self-motivated; able to work independently and on a multifunctional team
• Ability to handle sensitive and confidential information appropriately
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel
• Physically and mentally able to perform duties for extended periods
• Ability to use a computer and office productivity tools with sufficient speed
• Must be able to establish a productive and professional workspace
• May be asked to work a flexible schedule, including holidays
• May be asked to travel for business or professional development
• May be asked to work outside normal business hours

Core Competencies

Demonstrates strong organizational and communication skills while managing office operations, scheduling, and correspondence. Proficient in handling sensitive information and maintaining compliance with Department of State policies and procedures.

Highest-signal resume keywords

• Secret Clearance
• Experience With US Foreign Affairs
• Proficient In MS Office
• Organizational Skills
• Interpersonal Skills

Hard Skills

• Records Management
• Time And Attendance Processing
• Performance Software Input
• Office Supply Procurement
• Task Tracking
• SharePoint Development
• Meeting Scheduling
• Policy Proofreading
• Travel Arrangement
• Data Management

Soft Skills

• Exceptional Interpersonal Skills
• Clear Communication
• Analytical Skills
• Problem-Solving Skills
• Adaptability

Certifications & Qualifications

• Secret Clearance

Industry Keywords

• Department Of State Policies
• Foreign Assistance
• Office Operations
• Confidential Information Handling
• Interagency Outreach

Tools & Technologies

• TATEL
• E2Solutions
• Outlook
• Arriba
• MS Word
• MS PowerPoint
• MS Excel