Office Management Specialist IV

PCI Federal; Washington (District of Columbia); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Short Term Disability

Long Term Disability

Life Insurance

Pet Insurance

401k and Company Matching

Flexible Spending Account

Tuition Reimbursement

11 Holidays

Job summary

PCI Federal in Washington, DC is seeking an Office Management Specialist IV to support senior officials on-site. The role requires strong secretarial skills, calendar management, and complex travel arrangements, with 3–5 years of relevant experience and US citizenship.

You will interact with the NEA bureau and manage schedules, prepare briefing materials, and coordinate communications to ensure smooth operations. DHS/State system familiarity is a plus.

Qualifications

• Must be a U.S. citizen and capable of obtaining a Secret clearance.
• 3–5 years’ experience as an Office Management Specialist or executive assistant.
• Proficiency with State Department applications and MS Office tools.

Responsibilities

• Provide senior-level secretarial and staff support to officials.
• Manage schedules, appointments, and travel arrangements.
• Coordinate correspondence and briefing materials for senior leaders.
• Maintain records, calendars, and office files for efficient operations.
• Coordinate meetings and communications across departments.

Skills

Secretarial duties

Calendar management

Travel arrangements

Communication skills

Customer service

Education

Three to five years’ experience as Office Management Specialist or executive assistant

U.S. citizen

Tools

Microsoft Outlook

Word

Excel

SharePoint

Job description

Ecke Holding Company LLC, doing business as PCI Federal, was formed under the Poarch Band of Creek Indians Tribe to provide high quality products and services to Federal customers. Ecke is a Muskogee word for “mother” and reflects the role of the holding company. PCI Federal provides the common connection and integration that enables our collective success. Our portfolio of companies share the Tribe’s values of fairness, trustworthiness, commitment to something bigger than self, perseverance, respect for contribution, open, and honest communication, collaboration, open to new ideas and accomplishment. Through these values, PCI Federal focuses on delivering exceptional services that exceed our customers’ expectations.

At PCI Federal, we are passionate about helping our employees meet their professional goals and achieve success, while maintaining work/life balance. We offer an excellent benefits package that includes vacation and personal time off, as well as a generous 401(k) match.

Accessibility:

PCI Federal’s companies are committed to working with and providingreasonable accommodation to individuals with physical and mentaldisabilities. If you need special assistance or an accommodation whileseeking employment, please email [e-mail]. We will make adetermination on your request for reasonable accommodation on acase-by-case basis.

PCI Federal and its subsidiaries do 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 Indiancandidates.

• Health Insurance
• Vision Insurance
• Short Term Disability
• Long Term Disability
• Life Insurance
• Pet Insurance
• 401k and Company Matching
• Flexible Spending Account
• Tuition Reimbursement
• 11 Holidays

Position: Office Management Specialist IV

Location: District of Columbia, DC

Remote Status: On-Site

Job Id:282-DOS

# of Openings:1

SUMMARY

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

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.

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.