Office Management Specialist

Summary The Office Management Specialist provides support to the Department of State’s Bureau of African Affairs and reports to the Program Manager. The position is 100% on-site. Managing the pertinent office within the Bureau of African Affairs to include scheduling for special events and travel Monitors clerical, administrative and secretarial responsibilities and tasks among office staff Allocation of resources to enable task performance Work with the Africa Bureau Executive Support Office to enhance all areas of office support Serve as the assistant office information manager by arranging and scheduling meetings or appointments, organizing and preserving paper and computer files, managing special projects, handling travel arrangements, performing research, and distributing information through the use of telephones, mail, and e-mail. Must be able to represent the front office with tact and diplomacy while making sure that requirements are met. Be prepared to disseminate information, coordinate mailings, proofread documents, etc. Coordinating agendas, trip books and other critical correspondence Receiving and handling information for distribution to staff Coordinate office staff activities to ensure maximum efficiency Organize orientation and training of new staff members Coach office staff on admin procedures Design and implement filing systems Establish and monitor procedures for record keeping Ensure security and confidentiality of data Design and implement office policies and procedures Ensure office policies and procedures are being adhered to Analyze and monitor internal processes Monitor and maintain office supplies inventory Review and approve office supply acquisitions Maintain a safe and secure working environment Handle internal office inquiries Manage internal staff relations Essential Duties And Responsibilities Managing the pertinent office within the Bureau of African Affairs to include scheduling for special events and travel Monitors clerical, administrative and secretarial responsibilities and tasks among office staff Allocation of resources to enable task performance Work with the Africa Bureau Executive Support Office to enhance all areas of office support Serve as the assistant office information manager by arranging and scheduling meetings or appointments, organizing and preserving paper and computer files, managing special projects, handling travel arrangements, performing research, and distributing information through the use of telephones, mail, and e-mail. Must be able to represent the front office with tact and diplomacy while making sure that requirements are met. Be prepared to disseminate information, coordinate mailings, proofread documents, etc. Coordinating agendas, trip books and other critical correspondence Receiving and handling information for distribution to staff Coordinate office staff activities to ensure maximum efficiency Organize orientation and training of new staff members Coach office staff on admin procedures Design and implement filing systems Establish and monitor procedures for record keeping Ensure security and confidentiality of data Design and implement office policies and procedures Ensure office policies and procedures are being adhered to Analyze and monitor internal processes Monitor and maintain office supplies inventory Review and approve office supply acquisitions Maintain a safe and secure working environment Handle internal office inquiries Manage internal staff relations Education And Qualifications Must be a U.S. citizen and possess or be able to obtain a Secret clearance. Preference will be given to those with active security clearance. Minimum Education: High School Graduate or equivalent Minimum Years’ Experience: 4 years or more Proficient in Microsoft Office Suite Possess strong multi-tasking and organizational skills Strong interpersonal and customer service skills Demonstrated written and oral communications skills Ability to handle complexity and highly detailed responsibilities Experience and ability to work and interact with others and provide excellent customer service Ability to prioritize work and make decisions Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times PCI Federal (PCIF) and its subsidiaries are an equal-opportunity employer. PCIF 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. #J-18808-Ljbffr