Office Management Specialist III

Overview:

This role will support the office to which assigned and report to the office director and/or deputy director of that office, or to senior Department officials in other offices in the Bureau.

Responsibilities:

• Maintain the Director and Deputy Director’s calendars and appointments; establish priorities and assures obligations met; arrange for meetings and conferences and inform participants. Compile files/supporting documents on topics to discuss.

• Receive, schedule, refer calls and visitors from the public and other agency personnel as appropriate. Handle requests on behalf of office staff; refer requests they cannot answer to appropriate staff or to correct office or official. Schedule appointments for staff members or immediate supervisors and make commitments to attend meetings, luncheons, etc.
• Prepare travel authorizations for office director or staff members as requested. Prepares trip itineraries, obtains travel expense estimates (MI&E, taxis, hotels, etc). Make travel arrangements including airline and hotel reservations using E2 Solutions. Organize passports, visas, and travel advances, as necessary. Complete country clearance requests. Coordinate with State Department and other agencies’ couriers to deliver and pick-up visa letters, applicants, and passport. Upon traveler’s return, prepare and submit travel vouchers. Follow up with Travel staff to ensure all travel documents have been submitted properly and on time. (i.e. within 5 days).
• Pre-clear and escort visitors, including senior foreign officials, to and from the office. Assist with scheduling meetings and making logistical arrangements for visiting U.S. officials. Arrange and schedule meetings, including reserving meeting rooms, setting up telephone and video conferences, preparing tent cards, and obtaining catering.
• Assist with formatting briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat. Assist with the preparation of employee evaluation reports (EERs).
• Develop and maintain a working knowledge of Department computer systems and databases. Ensure that the office’s computer equipment is in working order. Develop and/or maintain contacts in other offices to facilitate meeting management and problem-solving.
• Serve as timekeeper for the office to include maintaining Time and Attendance (T&A) for commonly used pay plans and types of leave; verifying the allowability of various hours changed on T&A reports; reviewing the reports for appropriate signature, initials and required supporting documentation; and advising supervisors of discrepancies, and correcting actions as needed. Maintain time keeping records.
• Monitor office supplies and equipment and maintain an inventory by ordering through the Department systems such as the Integrated Logistics Management System (ILMS) and submitting repair orders as required.
• Monitor and pickup mail and route to the appropriate employee

Qualifications:

• Associate’s degree or higher preferred but not required.

• One to two years’ experience as an executive assistant or office manager working under pressure.
• Expert verbal and written communication skills and strong interpersonal skills.
• Expert knowledge of Microsoft programs including Outlook, Excel, Word and PowerPoint, and other commonly used programs and applications.
• Expert knowledge of calendar and appointment management.
• Ability to draft and finalize emails, notices, and reports.
• Ability to work under pressure with tight deadlines.
• Ability to work proactively, engaging with office colleagues and others to accomplish work requirements.
• Knowledge of Department of State management operations (both domestic and overseas) preferred but not required.

Pay Range: USD $101,401.00 - USD $101,401.00 /Yr.

EEO:

PCI Federal Services (PCIFS) and it's subsidiaries is an equal-opportunity employer. PCIFS does not discriminate on the basis of age, sex, race, national origin, religion, marital status, sexual orientation or identity, Veterans or Disability status.

Preference may be extended to qualified Native American Indian candidates

in accordance with applicable federal law.