EverWatch

Office Management Specialist

Job Locations US-DC-Washington
Posted Date 3 weeks ago(9/12/2022 2:26 PM)
ID
2022-2507
# of Openings
1
Category
Administrative

Job Title

Office Management Specialist

Overview

EverWatch is a government solutions company providing advanced defense, intelligence, and deployed support to our country’s most critical missions.  We are a full-service government solutions company. Harnessing the most advanced technology and solutions, we strengthen defenses and control environments to preserve continuity and ensure mission success.

 

EverWatch is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age (40 or older), disability, genetic information, citizenship or immigration status, and veteran status or any other factor prohibited by applicable law.

Responsibilities

*This position allows for 20% telework.

  • 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 inquires to appropriate staff.
  • Completes time and attendance requirements for the office.
  • Ensure adequate supplies are available for the office and aid 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.
  • 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.

Qualifications

  • U.S. Citizen.
  • Bachelor’s degree from an accredited institution.
  • Two to eight years’ experience in relevant field.
  • Knowledge of, and demonstrated experience using, Microsoft Office Suite.
  • 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
  • Active Secret security clearance

PREFERRED QUALIFICATIONS:

    •  Demonstrated proficiency in computer and web-based applications, including Microsoft Office Suite, SharePoint, Adobe Acrobat, WebEx, and Google Meet.
  • 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.

Clearance Level

Secret

Job Locations

US-DC-Washington

Skills

Office Management Specialist, Office Management, administration, Department of State (DOS), MS Office

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