Office Management Specialist

About Us:

Totally Joined For Achieving Collaborative Techniques (TJFACT) is a minority-owned, CVE-verified Service Disabled Veteran Owned Small Business (SDVOSB) performance driven professional services government contracting company that provides a broad spectrum of services and solutions to the U.S. government agencies and organizations.

About this Position:

TJFACT is seeking a well-qualified Office Manager Specialist to join our Team! This position will support the Department of State – INL/WHP in Washington, D.C.! This position is equivalent to an Administrative Assistant Level 3.

INL’s Office of Western Hemisphere Programs (INL/WHP) oversees more than half a billion dollars in annual foreign assistance programming in more than 25 countries. INL/WHP directly supports multiple Administration and congressional priorities, including countering corruption, combatting the opioid epidemic, combatting transnational criminal organizations, and addressing security and governance-related drivers of migration. The position incumbent will provide day-to-day support to INL/WHP management as well as additional INL/WHP staff.

This role is contingent upon reward.

Major Duties and Responsibilities

• Supports INL/WHP office and office director.
• Keeps office and Office Director calendars up to date; makes logistical arrangements for meetings; meets, clears, and escorts visitors.
• Makes and receives telephone calls; directs inquiries to appropriate staff.
• Completes time and attendance requirements for the office.
• Ensures adequate supplies are available for the office and aids in requesting new supplies when needed initiates procurement requests for the office.
• Makes travel arrangements; maintains travel log while staff is on travel; submits travel vouchers upon completion of travel; maintains familiarity with travel regulations to facilitate approvals.
• Coordinates onboarding of incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and preparing onboarding materials.
• Coordinates with other INL offices on tasks related to office repairs, new equipment requests, movement of phones or computers, and others.
• Assists in tracking office deadlines to meet required taskers for bureau and department leadership.
• Schedules meetings, appointments, calls, and conferences in accordance with INL/WHP management instructions. Ensures preparatory materials reach INL/WHP management in advance of events. Reschedules appointments when it is clear that WHP Director or Deputy will not be able to make a commitment.
• Follows up on email inquiries and telephone conversations and takes appropriate steps to ensure that necessary action is completed as quickly as possible.
• Aids in preparing correspondence. Maintains suspense records on all correspondence and action documents and follow up to ensure a timely reply or action.
• Schedules large meetings and conferences; selects time and location, notifies participants, coordinates escorts and arrival, ensures that all requirement materials and services are provided in a timely manner, attends meetings and takes notes, and prepares reports of the proceedings.
• Serves as the office records management point of contact, providing updates to the INL/WHP SharePoint site as needed and ensuring appropriate records filing practices, consistent with Department and Bureau guidelines.
• Serves as note-taker for meetings as required.
• Completes services considered closely associated to inherently governmental activities, including but not limited to the following:
• Work in a situation that permits or might permit access to confidential business information or other sensitive information (Other than situations covered by the National Industrial Security Program described in FAR 4.402(b)).
• Dissemination of information regarding agency policies or regulations, such as conducting community relations campaigns, or conducting agency training courses.

Required Qualifications:

• U.S. Citizen
• Bachelor’s degree from an accredited institution
• Active security clearance
• At least eight years’ experience in relevant field
• Knowledge of, and demonstrated experience using, Microsoft Office Suite
• Demonstrated proficiency in computer and web-based applications, including, SharePoint, Adobe Acrobat, WebEx, and Google Meet.
• Knowledge of, and skill in, correct usage of English grammar, spelling, punctuation, capitalization, and style
• Demonstrated experience in the use of the telephone and voicemail

Preferred Qualifications:

• Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, with changing priorities and short turn-around times.
• Demonstrated ability to provide excellent customer service. Ability to communicate effectively, both orally and in writing, with a wide range of stakeholders.
• Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role.
• Prior demonstrated executive-level administrative and business process experience.
• Proven record of contributing to the efficient functioning and sound organization of an office or work unit and experience applying regulations and/or policies to guide work in an office setting.
• Familiarity with Department of State systems such as TATEL and E2 and with State Department formats.
• Spanish language proficiency.

 BENEFITS:

• Medical, Vision and Dental Insurance
• 401-K plus match
• Paid Vacation days
• Paid holidays
• Short Term and Long-Term Disability
• Voluntary Term Life

TJFACT is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status or status as an individual with a disability. EOE/Minority/Female/Disabled/Veteran. We reserve the right to modify or revise the job descriptions in part or in its entirety. Reasonable accommodation will be made in accordance with governing law.