Office Management Specialist

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.

Minimum Qualifications

• U.S. Citizen
• Bachelor’s degree from an accredited institution.
• 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.
• Provides weekly reports/updates throughout the life of the contract to the onsite supervisor and their company program manager.
• Ability to maintain open, timely, and effective communications with the on-site supervisor resulting in a relationship that proactively addresses potential problems with flexible, workable solutions.

Preferred Qualifications

• Active security clearance.
• Spanish language proficiency.
• 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.

About ATSG

Application Requirements

• All applications must be submitted in .pdf, .doc, or .docx format.
• Applications and resumes for this position are only accepted via electronic submission through ATSG Corporation’s Consolidated Applicant Tracking System (CATS).
• Mailed, emailed, faxed, or hand-delivered applications and resumes will not be accepted.
• The decision to interview an applicant is based solely on the information received for this position from their electronic application and/or resume.