Office Management Specialist IV

PCI Technology & Mission Solutions Sector; Washington (District of Columbia); On-site; USD 70,000 - 95,000; Full time

Job summary

PCI Federal (PCIF) seeks an Office Management Specialist IV to provide senior-level secretarial and staff support on-site in Washington, DC. The role encompasses scheduling, travel planning, briefing preparation, and liaison work for the Assistant Secretary and other senior officials.

Applicants should have 3–5 years of experience in executive support, strong MS Office and State Department systems skills, and a proactive, client-oriented approach to priorities and diplomacy.

Qualifications

• U.S. citizen with ability to obtain security clearance.
• Three to five years’ experience as Office Management Specialist or executive assistant for senior officials.
• Expert in Microsoft Office tools, particularly Outlook, Word, Excel and SharePoint.
• Experience with State Department applications including ILMS, MyServices, StateChat and e2.

Responsibilities

• Manage scheduling and calendar coordination for senior officials.
• Arrange complex travel and prepare related vouchers and itineraries.
• Prepare briefing papers, correspondence, and memoranda for senior officials.
• Liaise between senior officials and staff to ensure informed, timely communication.
• Draft and transcribe notes from meetings and maintain office files.

Skills

Secretarial expertise

Executive support

Oral and written communication

Multitasking

Customer service

Education

Bachelor’s degree preferred

Tools

Microsoft Outlook

Outlook calendar management

Word

Excel

SharePoint

ILMS

MyServices

StateChat

e2

Job description

Summary

The Office Management Specialist IV supports the Department of State and reports to the program manager. The position is 100% on-site.

• Performs secretarial duties in support of the Assistant Secretary and other senior NEA bureau officials by performing senior level secretarial/staff support duties.
• Support the senior official to whom assigned or to other senior Department officials in the Bureau.
• Receives, schedules, directs, and responds to telephone calls coming into the office, referring the Assistant Secretary, Deputy Assistant Secretaries, and other senior officials those calls, which in his/her judgment cannot or should be referred to others or handled by him/herself. Makes available as necessary information to which the Assistant Secretary and other senior bureau officials may wish to provide.
• Maintains the schedule for the Assistant Secretary, Deputy Assistant Secretaries, and other senior bureau officials, arranging, referring to other officials, or rescheduling appointments as deemed necessary. In this connection, the incumbent handles all requests for meetings and appointments, decides the distribution of time for the particular senior official(s) to which he/she is currently assigned, prepares or requests preparation of briefing memoranda indicating purpose of appointments and background data. Arranges for oral briefings by appropriate officers; and discusses with officials invited to meetings called by senior bureau officials the subject of the meetings in order that they will be properly informed and provided with necessary information.
• Makes and acknowledges various social engagements, which are a part of the official responsibility of the Assistant Secretary, Deputy Assistant Secretaries, and other senior bureau officials.
• Makes travel arrangements – often highly complex and last minute - including scheduling of appointments, hotel reservations, passports, visas, and travel advances, as necessary. Upon return of traveler, prepares vouchers from receipts, notes, and incumbent's knowledge of arrangements.
• Serves in a liaison capacity between the Assistant Secretary, Deputy Assistant Secretaries, and other senior bureau officials and their staff and other offices in the Department. Assures that colleagues are fully informed on the plans and commitments of senior bureau officials as well as cognizant of the status of matters under discussion or consideration.
• Provide EX bureau correspondence on budget, MoUs, and resources.
• Ensures that senior bureau leadership is kept continually informed of activities for which his/her subordinates are responsible. Transmits and interprets instructions from the Assistant Secretary or Deputy Assistant Secretary to members of his/her staff and other officials in the Department.
• As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data and makes preliminary analyses.
• Makes and transcribes notes taken during meetings as required.
• Carries out special assignments for senior Department of State officials, which require a high degree of tact and diplomacy and comprehensive knowledge of the views of various senior officials.
• Prepares correspondence, telegrams, and memoranda for the Assistant Secretary and other senior bureau officials and ensures that briefing papers and reports all conform to style and format guidelines established by the Department's Executive Secretariat.
• Drafts/prepares travel authorizations on behalf of supervisor or staff member who is traveling. Prepares travel authorizations for staff member as requested based on information provided by traveler. Prepares trip itinerary, obtains travel expenses estimates (MI&E costs, taxi, hotel costs etc; prepares travel authorization request. Upon completion of trip assists traveler in preparing electronic travel voucher. Follows up with traveler to ensure all expense documents have been submitted and on time (i.e. within 30 days).
• Maintains office files and manages other tasks authorized by the Government Task Manager that fall within the scope of this task order.

Summary

The Office Management Specialist IV supports the Department of State and reports to the program manager. The position is 100% on-site.

• Performs secretarial duties in support of the Assistant Secretary and other senior NEA bureau officials by performing senior level secretarial/staff support duties.
• Support the senior official to whom assigned or to other senior Department officials in the Bureau.
• Receives, schedules, directs, and responds to telephone calls coming into the office, referring the Assistant Secretary, Deputy Assistant Secretaries, and other senior officials those calls, which in his/her judgment cannot or should be referred to others or handled by him/herself. Makes available as necessary information to which the Assistant Secretary and other senior bureau officials may wish to provide.
• Maintains the schedule for the Assistant Secretary, Deputy Assistant Secretaries, and other senior bureau officials, arranging, referring to other officials, or rescheduling appointments as deemed necessary. In this connection, the incumbent handles all requests for meetings and appointments, decides the distribution of time for the particular senior official(s) to which he/she is currently assigned, prepares or requests preparation of briefing memoranda indicating purpose of appointments and background data. Arranges for oral briefings by appropriate officers; and discusses with officials invited to meetings called by senior bureau officials the subject of the meetings in order that they will be properly informed and provided with necessary information.
• Makes and acknowledges various social engagements, which are a part of the official responsibility of the Assistant Secretary, Deputy Assistant Secretaries, and other senior bureau officials.
• Makes travel arrangements – often highly complex and last minute - including scheduling of appointments, hotel reservations, passports, visas, and travel advances, as necessary. Upon return of traveler, prepares vouchers from receipts, notes, and incumbent's knowledge of arrangements.
• Serves in a liaison capacity between the Assistant Secretary, Deputy Assistant Secretaries, and other senior bureau officials and their staff and other offices in the Department. Assures that colleagues are fully informed on the plans and commitments of senior bureau officials as well as cognizant of the status of matters under discussion or consideration.
• Provide EX bureau correspondence on budget, MoUs, and resources.
• Ensures that senior bureau leadership is kept continually informed of activities for which his/her subordinates are responsible. Transmits and interprets instructions from the Assistant Secretary or Deputy Assistant Secretary to members of his/her staff and other officials in the Department.
• As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data and makes preliminary analyses.
• Makes and transcribes notes taken during meetings as required.
• Carries out special assignments for senior Department of State officials, which require a high degree of tact and diplomacy and comprehensive knowledge of the views of various senior officials.
• Prepares correspondence, telegrams, and memoranda for the Assistant Secretary and other senior bureau officials and ensures that briefing papers and reports all conform to style and format guidelines established by the Department's Executive Secretariat.
• Drafts/prepares travel authorizations on behalf of supervisor or staff member who is traveling. Prepares travel authorizations for staff member as requested based on information provided by traveler. Prepares trip itinerary, obtains travel expenses estimates (MI&E costs, taxi, hotel costs etc; prepares travel authorization request. Upon completion of trip assists traveler in preparing electronic travel voucher. Follows up with traveler to ensure all expense documents have been submitted and on time (i.e. within 30 days).
• Maintains office files and manages other tasks authorized by the Government Task Manager that fall within the scope of this task order.

Essential Duties And Responsibilities

• Performs secretarial duties in support of the Assistant Secretary and other senior NEA bureau officials by performing senior level secretarial/staff support duties.
• Support the senior official to whom assigned or to other senior Department officials in the Bureau.
• Receives, schedules, directs, and responds to telephone calls coming into the office, referring the Assistant Secretary, Deputy Assistant Secretaries, and other senior officials those calls, which in his/her judgment cannot or should be referred to others or handled by him/herself. Makes available as necessary information to which the Assistant Secretary and other senior bureau officials may wish to provide.
• Maintains the schedule for the Assistant Secretary, Deputy Assistant Secretaries, and other senior bureau officials, arranging, referring to other officials, or rescheduling appointments as deemed necessary. In this connection, the incumbent handles all requests for meetings and appointments, decides the distribution of time for the particular senior official(s) to which he/she is currently assigned, prepares or requests preparation of briefing memoranda indicating purpose of appointments and background data. Arranges for oral briefings by appropriate officers; and discusses with officials invited to meetings called by senior bureau officials the subject of the meetings in order that they will be properly informed and provided with necessary information.
• Makes and acknowledges various social engagements, which are a part of the official responsibility of the Assistant Secretary, Deputy Assistant Secretaries, and other senior bureau officials.
• Makes travel arrangements – often highly complex and last minute - including scheduling of appointments, hotel reservations, passports, visas, and travel advances, as necessary. Upon return of traveler, prepares vouchers from receipts, notes, and incumbent's knowledge of arrangements.
• Serves in a liaison capacity between the Assistant Secretary, Deputy Assistant Secretaries, and other senior bureau officials and their staff and other offices in the Department. Assures that colleagues are fully informed on the plans and commitments of senior bureau officials as well as cognizant of the status of matters under discussion or consideration.
• Provide EX bureau correspondence on budget, MoUs, and resources.
• Ensures that senior bureau leadership is kept continually informed of activities for which his/her subordinates are responsible. Transmits and interprets instructions from the Assistant Secretary or Deputy Assistant Secretary to members of his/her staff and other officials in the Department.
• As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data and makes preliminary analyses.
• Makes and transcribes notes taken during meetings as required.
• Carries out special assignments for senior Department of State officials, which require a high degree of tact and diplomacy and comprehensive knowledge of the views of various senior officials.
• Prepares correspondence, telegrams, and memoranda for the Assistant Secretary and other senior bureau officials and ensures that briefing papers and reports all conform to style and format guidelines established by the Department's Executive Secretariat.
• Drafts/prepares travel authorizations on behalf of supervisor or staff member who is traveling. Prepares travel authorizations for staff member as requested based on information provided by traveler. Prepares trip itinerary, obtains travel expenses estimates (MI&E costs, taxi, hotel costs etc; prepares travel authorization request. Upon completion of trip assists traveler in preparing electronic travel voucher. Follows up with traveler to ensure all expense documents have been submitted and on time (i.e. within 30 days).
• Maintains office files and manages other tasks authorized by the Government Task Manager that fall within the scope of this task order.

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.
• Three to five years’ experience as Office Management Specialist or executive assistant for senior officials, managing schedules, managing correspondence and making travel arrangements.
• Must be expert in using Microsoft Outlook tools, including Outlook calendar management, Word, Excel and SharePoint.
• Strong working knowledge of all the various State Department applications including ILMS, MyServices, StateChat, and e2.
• Experience working with processing diplomatic passport application and visa issuance on an expedited basis.
• Demonstrated ability to communicate effectively orally and in writing.
• Demonstrated ability to establish and maintain effective relationships and work collaboratively.
• Demonstrated ability to provide excellent customer service.
• Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times.
• Previous experience working in similar capacity at the U.S. Department of State strongly preferred.
• Bachelor’s degree preferred.

PCI Federal (PCIF) and its subsidiaries are an equal-opportunity employer. PCIF does not discriminate on the basis of age, sex, race, national origin, religion, marital status, sexual orientation or identity, Veterans or Disability status.

Preference may be extended to qualified Native American Indian candidates in accordance with applicable federal law.