Office Manager / Staff Officer - Mid - TS-OMSO-0003* (KEY)

Job Description

Job Description

PD 14: Office Manager/Staff Officer – Mid

The Office Manager/Staff Officer – Mid, are versatile and proficient professionals responsible for performing a wide range of administrative and staff support functions with a high degree of independence. This role is central to the effective operation of the office, requiring the ability to manage competing deadlines, resolve administrative challenges, and support office leadership by ensuring business processes are executed efficiently. These positions require strong organizational skills, attention to detail, and the ability to work collaboratively across the organization.

Duties May Include:

• Administrative & Office Support: Perform a full range of administrative duties, including managing calendars, scheduling, and coordinating meetings, reserving conference rooms, reserving conference rooms, setting up Video Teleconference (VTC) or online meeting connections, and anticipating and preparing materials needed for conferences, Town Halls, Offsites, appointments, and briefings.

• Task & Correspondence Management: Serve as a suspense coordinator for the office, using systems like N-CERTS to receive, track, coordinate, and respond to internal and external taskers. Draft and edit routine correspondence, reports, and staff summaries to ensure they are accurate and adhere to agency standards.

• Communications & Reporting: Draft, review, and edit official correspondence, memoranda, weekly activity reports, briefings, and meeting minutes. Prepare special or one-time reports and summaries by selecting and synthesizing relevant information from various sources. Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms

Meeting & Event Coordination: Coordinate and support office staff meetings, governance forums, and other events. This includes preparing agendas, distributing read-ahead materials, preparing and distributing meeting minutes and tracking action items to closure.

• Travel Coordination: Assist with travel arrangements by preparing travel orders and vouchers in the Defense Travel System (DTS) and creating requests in the Management and Execution Tracker (MET). Assist with conference planning. Coordinate logistics for office moves, update seating charts, initiate equipment trouble tickets, and manage office supplies by serving as the POC to inventory the stock and coordinate the list to purchase.

• Information Management: Manage office records and files in compliance with agency policy. Maintain and update SharePoint sites, distribution lists, organizational charts, and recall rosters. Work Closely with the Primary Information Officer and designated

• Information Officer within the Directorate’s Front Office in their assigned duties. Maintain security groups, distribution groups and folder permissions to ensure access to and security of files.

• Logistical Support: Manage office logistics, including inventorying and purchasing office supplies, coordinating office moves, updating seating charts, and initiating equipment trouble tickets.

• Process Improvement: Identify administrative issues and assist in the analysis and development of improved business processes, checklists, or Standard Operating Procedures (SOPs). Assist in the development, maintenance, and/or improvements of Directorate business operations policies.

Required Skills:

• Education: A minimum of a Bachelor’s Degree in a Business, Management, or related field.

• Experience: A minimum of 7+ years of relevant office management or administrative experience. In lieu of a degree, 10+ years of directly applicable experience is required.

• Core Skills - Demonstrated interpersonal, organizational, and problem-solving skills.

• Strong written and oral communication skills with the ability to synthesize information and prepare clear, concise materials.

• High level of attention to detail and the ability to prioritize a dynamic workload with competing deadlines.

• Experience interacting professionally with staff at all levels, including senior leaders and external partners.

• Proven ability to work independently on assigned tasks and as part of a collaborative team.

• Ability to analyze information and make recommendations to address the functional needs of the organization.

• Technical Skills - Extensive knowledge and demonstrated skill with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Experience using and administering SharePoint sites.

• Demonstrated knowledge of office information technology (IT) equipment (e.g., copiers, scanners, facsimile machines, computer workstations, phones, teleconference/video teleconference equipment) with the ability to independently operate such equipment in completing administrative tasks.

 Desired Skills:

• Proficiency with government systems is highly desired, including the NGA Central Electronic Routing and Tasking System (N-CERTS), and the Management and Execution Tracker (MET).

• Experience using Defense Travel System (DTS).

• Working knowledge of the Defense Civilian Intelligence Personnel System (DCIPS) and PeopleSoft.