Office Management Specialist

Job Description

Job Description

One Federal Solution is seeking a highly organized and detail-oriented Office Management Specialist to support a fast-paced federal office in Washington, DC. The ideal candidate will manage a variety of administrative and office management functions while ensuring the timely coordination, review, and routing of executive-level correspondence. This role requires exceptional organizational skills, attention to detail, and the ability to maintain professionalism while supporting daily office operations and high-priority communications.

Office Management Specialist Tasks and Duties:

• Manage administrative functions, reception duties, and escort guests as needed.
• Monitor incoming and outgoing Red Border, Congressional, and general correspondence for clearance using OCS' Executive Tasking Site (ETS).
• Proofread and review all outgoing correspondence (including S/S, White House, Congressional, and routine documents) for completeness, proper formatting, and required clearances prior to signature or approval by the immediate Government manager
• Read and distribute incoming correspondence to appropriate action officers, ensuring timely paper flow and proper routing for expeditious handling.
• Review all outgoing documents requiring signature or clearance for format, accuracy, neatness, TAGS, priority designation, and compliance with policy; return non-conforming items to originators for correction.
• Serve as time and attendance coordinator for the immediate Government manager and staff.
• Arrange domestic and international travel for the immediate Government manager and office staff, including preparing travel vouchers, obtaining country clearances, booking hotels, securing tickets, passports, visas, and itineraries.
• Establish and maintain organized filing systems to ensure materials are readily retrievable.
• Locate and compile background information for correspondence, meetings, and briefings.
• Update and maintain public information resources, ensuring accessibility and accuracy.
• Liaise with officers and utilize web-based resources to provide and maintain updated public information.
• Coordinate logistics for meetings and conferences.
• Receive and manage all telephone calls and visitors for the immediate section, determining the nature of inquiries and referring them appropriately to expedite responses.
• Make outgoing calls and handle incoming calls as required.
• Perform general office support duties, including maintaining office supplies, printing, faxing, and copying materials.
• Exercise sensitivity and discretion when handling calls from Members of Congress, media representatives, or the public with special concerns.
• Maintain the Government manager's calendar, scheduling and rescheduling meetings, advising on commitments, and providing background materials for upcoming engagements.
• Serve as liaison between the Government manager and staff, ensuring communication of commitments, procedural changes, and requirements.
• Perform other tasks, assignments, and duties as directed by the immediate Government manager.
  

Office Management Specialist Education/Experience Required:

• High School Diploma and one (1) year of experience in a similar administrative or office management role.
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, SharePoint, Outlook).
• Ability to accurately type final forms of official documents, including those destined for senior leadership, the White House, and Members of Congress.
• Excellent organizational and time-management skills.
• Active Secret Clearance
• Strong written and verbal communication abilities.
• Outstanding customer service and interpersonal skills.
• Ability to maintain composure and professionalism under pressure

About One Federal Solution
One Federal Solution (OFS) is an innovative Professional Services provider with over 20 years of experience supporting Defense and Civilian agencies. OFS specializes in Business Intelligence, Acquisition and Procurement, and other Professional Services. We are pioneers, builders, thought leaders, and pride ourselves in thinking outside the box to co-create with our customers, helping them achieve excellent enterprise wide outcomes. As a certified Service-Disabled Veteran-Owned Small Business (SDVOSB), OFS is committed to providing people who deliver high performance and excellence to our government partners.