Subject Matter Expert

About Us:

Totally Joined For Achieving Collaborative Techniques (TJFACT) is a minority owned, CVE verified Service Disabled Veteran Owned Small Business (SDVOSB) and 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 the Position:

TJFACT is seeking to hire a Subject Matter Expert to join our team in support of the United States Department of State (DOS) Diplomatic Technology (DT) (Formerly IRM) in Washington, DC.

The SME will provide wide-range and scalable administrative support services in support of DT as well as support for DOS Cybersecurity initiatives. They will be responsible for efficient office administrative operations, functions, and liaison between other Department of State (DOS) and Contractor offices. The SME will serve on the Technology Review Board. The SME will be responsible for coordinating data calls, record keeping/reporting, travel schedules, conference room schedules and managing the day-to-day office operations, as well as a broad range of office administrative and support activities in addition to other duties.

Duties and Responsibilities:

• Provide administrative support to senior management.
• Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports, and other correspondence, to ensure consistency with DOS and DT procedures, timeliness, and format standards.
• Review internal and external communications for quality and consistency and distribute approved documentation to appropriate personnel, as directed.
• Coordinate and respond to data calls.
• Collect, compile and coordinate processing of the Weekly Activities Reports
• Make travel arrangements for managers including developing travel itineraries, making air/ground transportation schedules, hotel reservations and ticketing. Prepares travel vouchers and coordinates payments as necessary.
• Record, draft, prepare and distribute meeting minutes, as required.
• Maintain, update, and track multiple Outlook calendars and schedules.
• Track the annual employee evaluation reports.
• Maintain conference rooms schedule and track reservations.
• Set up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zones with regional (i.e., RIMC Directors) offices or missions abroad.
• Proficient use of MS Office Suite
• Devise and maintain a systematic approach to the organization’s Shared drives document repository and update information posted on SharePoint sites, as required.
• Stay abreast of new and existing policies.
• Draft monthly and weekly reports to include activities, internal telephone directory, emergency contact list, organization charts, and more.
• Route incoming calls and monitor any related follow-up communications.
• Perform the clerical tasks required to log and track the status of internal/external tasks and assignments.
• Provide administrative support concerning time and attendance, leave, organizing office spaces, relocation efforts and replenishing supplies.
• On behalf of domestic staff, assist and coordinates with American Red Cross (ARC) building visitor center for badge requests and access to controlled government facilities.
• Maintain electronic records filing and distribution lists.
• Provide a daily USPS mail run and processing of all incoming mail.
• Serve as the Office of Assessment and Authorization's primary Reviewer for the Technology Review Board, an enterprise-wide board run by the Office of the Chief Architect (DT/OCA).
• Review cloud requests for both FedRAMP and non-FedRAMP cloud products seeking approval for use. Determine whether the product is part of an existing system or a new system and make recommendations on the next appropriate actions.
• Liaison and consult with AODRs and A&A leadership on use cases when the need arises.
• Apply knowledge of Bureau and Department strategic plans to budget requests and reprogramming actions.
• Perform numerous administrative and analytical duties related to the formulation, execution and review of the Bureau's budget for DT programs.
• Provide advice and assistance to other staff members, and senior managers on financial management and processing problems or issues.
• Perform other administrative duties as assigned.

Required Skills and Experience:

• Years of experience and Educational Requirements
• 4 to 7 years of directly related technical experience.
• High School Diploma

• Active Security Clearance
• Proven knowledge of office administrative support
• Demonstrated experience in maintaining effective office administrative support services, organizational operation, customer service, preparing correspondence, developing efficient filing systems, reviewing, and procuring supply requisitions, assigning, and monitoring clerical functions.
• Demonstrated experience in taking notes, scheduling meetings, and appointments, and provide assistance to visitors.
• Proficiency in the entire Microsoft (MS) Office Suite, including but not limited to Word, Excel, PowerPoint, Visio, Outlook, and Project
• Demonstrated experience in problem solving and attention to detail.
• Demonstrated experience in facilities management including access and logistics.
• Strong organizational and planning skills
• Excellent time management skills and ability to multi-task and prioritize work.
• Functional knowledge in business processes, office management, computer applications, and customer services
• Excellent written and verbal communication skills
• Demonstrated program management experience.
• 5 years’ experience in Information Security Assurance, Governance, Risk and Compliance
• Experience with NIST Risk Management Framework
• FedRAMP experience
• Security Certification
• ITILv4 Certification

Preferred Qualifications:

• General knowledge of the Federal budget formulation and execution processes.
• Previous experience with supporting or working knowledge of budget formulation and execution, management of budget and organizational software and general office and administrative management.

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 accommodations will be made in accordance with governing law.