Office Management Specialist Job Washington area,District of Columbia USA,Administrative/Clerical

Overview The Work

The Office Management Specialist plays a vital role in the efficient functioning of the office by providing comprehensive logistical and administrative support. This position involves managing the office's daily operations, including communication workflows, scheduling, correspondence, and records management. As part of the responsibilities, the Office Management Specialist will ensure smooth facilitation of various administrative tasks while supporting a team of 20-30 employees.

This role requires high attention to detail, strong organizational skills, and procedural compliance to maintain office efficiency.

MUST HAVE AN ACTIVE SECRET CLEARANCE

Responsibilities

Key Responsibilities

Process time and attendance on TATEL.
Serve as the Travel Arranger for team members, including preparing travel authorizations, obtaining visas and making reservations, working with the F/EX Travel Team in closing out travel vouchers and uploading receipts.
Assist in tracking assignments and completion of taskers.
Assist in orienting and on-boarding new employees.
Ability to process time and attendance via TATEL program.
Ability to arrange for staff travel through the E2

Solutions travel management software system.
Ability to support the inputting yearly staff evaluations into the performance software system.
Ability to procure office supplies via Arriba system.
Ability to schedule meetings via Outlook.
Assist in data entry for annual performance evaluations of staff via performance software system.
Provide courteous and responsive service to staff, visitors, stakeholders, and callers, including by answering the phone and buzzing visitors into the suite, and escorting visitors within the building.
Keep the office phone lists, safe combination information, and other internal information up to date.
Ensure office electronic and paper files are properly maintained by all staff.
Maintain Office leadership calendars and schedule meetings.
Regularly pick up mail from the EX office and distribute items to staff.
Run errands related to the client’s business at request of staff members.
Photocopy/scan and fax documents.
Arrange conference services for interagency and public outreach meetings, including by pre-clearing visitors into the building, scheduling conference rooms; verifying participation and helping escort visitors; creating name tent cards; assembling briefing books; making lunch or refreshment break reservations.
Order office supplies and keep office supply cabinets orderly.
Make repair, cleaning, and physical maintenance requests as necessary, including furniture, lighting, door access, and computer and office equipment.
Attend weekly staff meetings.
Take notes during meetings and disseminate meeting minutes to team
Maintain team members’ business contact lists (e.g. by scanning business cards and
maintaining database of contacts).
Develop and maintain office SharePoint website.
Serve as Unit Security Officer for office (enforce best practices for avoiding security violations).
Proofread and properly format papers prepared by policy team in response to taskings.
Attend training sessions related to duties, as need arises.
Assists with administrative support of the F Front Office on temporary basis, as needed.
Other Duties as Assigned.

Qualifications – Here’s What You Need

Have experience with US foreign affairs/policy, especially related to foreign assistance.
Have familiarity with the Department of State policies, procedures and mission.
Secret Clerance is required.
Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum

Skills:

Exceptional interpersonal skills with the ability to communicate in a clear, professional,…