Office Management Secretarial Support Specialist

Overview

The Work

The Office Management Secretarial Support Specialist ensures day-to-day operations by managing correspondence, coordinating schedules and meetings, maintaining records, and supporting internal and external stakeholders.

Key Responsibilities

• Answer telephone calls; receive, greet, and escort visitors; and refer inquiries to appropriate staff members, as necessary.
• Schedule and coordinate appointments and meetings and arrange conference rooms using the Department’s conference room reservation platform (ReserveIT).
• Manage files and records, including preparing files, folders, and other federal records for archiving or disposal in accordance with the Department’s records disposition schedule.
• Utilize scanning equipment to digitize, upload, and file documents in appropriate electronic repositories.
• Prepare and route a wide range of documents (e.g., reports, correspondence, memoranda, cables, diplomatic notes) in accordance with Department standards and procedures.
• Download materials from Department-approved computer systems, the internet, and the intranet, ensuring proper storage and distribution.
• Send and retrieve materials via facsimile and ensure proper documentation and tracking.
• Deliver materials and packages or coordinate pickup and distribution as required.
• Copy, collate, and assemble documents and other materials to support meetings, briefings, and official activities.
• Prepare and submit Time and Attendance data using the Department’s electronic submission system (WEB TATEL), ensuring accuracy and timeliness.
• Prepare travel orders and support all aspects of travel arrangements using E2 Solutions.
• Prepare travel, taxi, and other reimbursement vouchers in accordance with applicable regulations and procedures.
• Prepare documentation to request diplomatic passports for staff members and obtain visas for travelers in a timely manner, either through coordination with the Passport Office or by hand-carrying applications, as required.
• Draft country clearance requests utilizing the Department’s my Services system.
• Serve as the first point of contact for office SharePoint sites and update the program office SharePoint Bureau page and office directories as needed.
• Finalize and deliver documentation intended for 7th floor Principals, ensuring accuracy, completeness, and adherence to established formats.
• Retrieve and monitor all ALDAC cables through the SMART system and ensure appropriate routing and awareness within the office.
• Compile client’s annual performance appraisal documentation for Civil Service and Foreign Service staff and upload materials into the client ePerformance Human Resource database.
• Order office supplies as needed through the bureau work order system (my Services) and coordinate the pickup of supplies with the Supply Coordinator.
• Provide logistical support for internal conferences and meetings, including room setup, materials preparation, and coordination with service providers.
• Prepare work orders for services and supplies required for effective office operations and coordinate these requirements with the General Services Officer.
• Maintain the office management calendar by arranging and scheduling appointments, handling meeting requests, and providing updated calendar information to management on a daily basis.
• Prepare meeting briefs for managers, clearly indicating the purpose of appointments and providing relevant background information.
• Record minutes from meetings and prepare associated briefing materials for distribution and follow-up.
• Develop and maintain standard operating procedures (SOPs) related to office administration to ensure consistency and efficiency.
• Update office management information such as seating charts, organization charts, phone lists, and welcome books, ensuring that all reference materials remain current and accurate.
• Other duties as assigned.

Qualifications – Here’s What You Need

• High school diploma and three years of relevant office management experience OR

A two-year college degree in Office Management, Business Administration, or other related field together with two years of office management experience.

• Active Secret clearance is…