Office Management Specialist

Overview

Security Clearance Required: Top Secret with ability to obtain SCI

Location: Washington, DC 

RavenTek is in search of an Office Management Specialist (OMS) to support the Bureau of Counterterrorism and Countering Violent Extremism (CT)Front Office located in Washington, DC at the Harry S. Truman (HST) building. The candidate shall assist the CT Deputy Coordinator for Homeland Security and other CT Front Office staff with office administration actions as well act as back-up for other CT Front Office administrative staff completing the same duties and responsibilities outlined below. In addition to supporting Management Officers and Principal Officers within the CT Front Office, the candidate shall also provide day-to-day administrative actions that support staff travel, meetings, and other general administrative office matters and related correspondence control. The office staff is comprised of U.S. government employees, detailees from within the Department of State and other agencies, Presidential Management Fellows, U.S. military reservists, interns and contractors.

DUTIES AND RESPONSIBILITIES:

Staff Administrative Support:

• Maintain and coordinate the senior manager(s)’s calendars and office schedules.
• Work closely with senior management to schedule appointments and arrange meetings, ensuring guests are cleared into the building and escorted as needed.
• Screen telephone calls, visitors, and incoming correspondence.
• Handle all tasks required to arrange service calls concerning administrative, logistical, and IT support.
• Order office supplies and arrange for maintenance and repair of office equipment.
• Organize representational events in the specific department and elsewhere, and prepare guest lists, escort VIP guest, and coordinate the escort of other guests with staff members as needed.
• Maintain standard operating procedures (SOPs) for the office in compliance with specific organizational requirements.
• Advise and assist other staff members to ensure understanding and compliance with established SOPs, requesting guidance from senior staff members as necessary.
• Coordinate personnel and administrative forms for the office and forward completed personnel and other records to appropriate office for processing, following up as necessary.
• Coordinate and enter time and attendance for assigned employees.

Document Preparation, Review, Coordination, and Storage:

• Coordinate and track assigned CT Taskers and internal documents to ensure timely action by relevant managers and staff on received action items requiring action by the supported staff members.
• Assist assigned staff in coordinating the production of information and materials (e.g., written policy guidance, strategy, information and action memoranda, texts of speeches and articles, congressional testimony, talking points, and background information related to particular negotiations or other efforts in resolving problematic interagency or international relationships).
• Collect information from the files or staff for routine inquiries on office programs or periodic reports.
• Review outgoing materials and correspondence for internal consistency and conformance with organization templates.
• Assist with the preparation and proofreading of reports, presentations, and other office documents as assigned by senior managers.
• Ensure that proper clearances have been obtained, when needed and in accordance with CT and office policy.
• Maintain all electronic and paper files.
• Ensure proper retention, filing, or disposition of all official correspondence and electronic records.
• May prepare and sign routine, non-technical correspondence in own or supervisor's name, as specified by senior management and under appropriate monitoring.
• Work with senior staff to build relationships with foreign government and private-sector counterparts, non-governmental experts, and other actors involved in counterterrorism efforts and policy.
• Draft and, with government manager approval, coordinate arrangements for conferences and meetings and assemble established background materials, as directed.
• Arrange travel for senior leadership and assist office staff with travel planning, ensuring timeliness and accuracy. Assist travelers with the submission of travel vouchers for all travelers at the conclusion of each trip. Particular emphasis placed on ensuring that all travel is in accordance with the Federal Travel Regulation (FTR).
• Attend meetings as needed then record and report on the proceedings.
• Perform basic Excel data processing and, as appropriate, work with staff members to prepare PowerPoint presentations and other presentations as necessary.
• Research duties include gathering information from social media and databases on companies, price movements, and other economic activity in support of priority research projects, under the direction of staff senior management. Summarizes results using tabular and graphical representation as appropriate.
• Performs bibliographical searches and abstracts literature as directed.

SPECIAL KNOWLEDGE REQUIREMENTS:

• Excellent customer service and multi-tasking skills, including planning and management of conferences and representational events.
• Intermediate knowledge of and experience with the Microsoft Office suite and ability to learn use of Department, bureau, or office databases as required.
• Familiarity with a variety of computer systems, including travel system, preferred.
• Strong oral and written communications skills and tact when interfacing with other offices, individuals and institutions. Some familiarity with basic foreign policy, economic and development principles and international institutions is preferred.
• Three (3) to five (5) years of administrative/office management experience required.
• Bachelor’s Degree or equivalent preferred.

DESIRED EXPERIENCE:

Previous experience working at Department of State; Knowledge of Bureau of Counterterrorism and Countering Violent Extremism (CT) goals, objectives, programs, and relationships; Understanding of the FAM and FTR.