Office Management Secretarial Support Specialist

Job Description

Job Description

Overview

The Work

The Office Management Secretarial Support Specialist ensures day-to-day operations by managing correspondence, coordinating schedules and meetings, maintaining records, and supporting internal and external stakeholders.

Responsibilities

Key Responsibilities

• Answer telephone calls; receive, greet, and escort visitors; and refer inquiries to appropriate staff members, as necessary.
• Schedule and coordinate appointments and meetings and arrange conference rooms using the Department’s conference room reservation platform (ReserveIT).
• Manage files and records, including preparing files, folders, and other federal records for archiving or disposal in accordance with the Department’s records disposition schedule.
• Utilize scanning equipment to digitize, upload, and file documents in appropriate electronic repositories.
• Prepare and route a wide range of documents (e.g., reports, correspondence, memoranda, cables, diplomatic notes) in accordance with Department standards and procedures.
• Download materials from Department-approved computer systems, the internet, and the intranet, ensuring proper storage and distribution.
• Send and retrieve materials via facsimile and ensure proper documentation and tracking.
• Deliver materials and packages or coordinate pickup and distribution as required.
• Copy, collate, and assemble documents and other materials to support meetings, briefings, and official activities.
• Prepare and submit Time and Attendance data using the Department’s electronic submission system (WEB TATEL), ensuring accuracy and timeliness.
• Prepare travel orders and support all aspects of travel arrangements using E2 Solutions.
• Prepare travel, taxi, and other reimbursement vouchers in accordance with applicable regulations and procedures.
• Prepare documentation to request diplomatic passports for staff members and obtain visas for travelers in a timely manner, either through coordination with the Passport Office or by hand-carrying applications, as required.
• Draft country clearance requests utilizing the Department’s myServices system.
• Serve as the first point of contact for office SharePoint sites and update the program office SharePoint Bureau page and office directories as needed.
• Finalize and deliver documentation intended for 7th floor Principals, ensuring accuracy, completeness, and adherence to established formats.
• Retrieve and monitor all ALDAC cables through the SMART system and ensure appropriate routing and awareness within the office.
• Compile client’s annual performance appraisal documentation for Civil Service and Foreign Service staff and upload materials into the client ePerformance Human Resource database.
• Order office supplies as needed through the bureau work order system (myServices) and coordinate the pickup of supplies with the Supply Coordinator.
• Provide logistical support for internal conferences and meetings, including room setup, materials preparation, and coordination with service providers.
• Prepare work orders for services and supplies required for effective office operations and coordinate these requirements with the General Services Officer.
• Maintain the office management calendar by arranging and scheduling appointments, handling meeting requests, and providing updated calendar information to management on a daily basis.
• Prepare meeting briefs for managers, clearly indicating the purpose of appointments and providing relevant background information.
• Record minutes from meetings and prepare associated briefing materials for distribution and follow-up.
• Develop and maintain standard operating procedures (SOPs) related to office administration to ensure consistency and efficiency.
• Update office management information such as seating charts, organization charts, phone lists, and welcome books, ensuring that all reference materials remain current and accurate.
• Other duties as assigned.

Qualifications

Qualifications – Here’s What You Need

• High school diploma and three years of relevant office management experience OR

A two-year college degree in Office Management, Business Administration, or other related field together with two years of office management experience.

• Active Secret clearance is required for this position.
• Knowledge of establishing travel arrangements via E2 Systems.
• Working knowledge of State Department travel policies.
• Due to the nature of work at the client’s facility, U.S. Citizenship is required.

• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills:

• Exceptional interpersonal skills with the ability to communicate in a clear, professional, and articulate manner.
• Exceptional verbal and written communication skills.
• Excellent organizational, analytical, and problem-solving skills with high-level attention to detail.
• Proven ability to multitask and prioritize in a fast past environment with changing priorities; adaptable to change and a quick learner.
• Must be self-motivated and able to work well independently as well as on a multi-functional team.
• Ability to handle sensitive and confidential information appropriately
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel.

Our Commitment to you / overview of benefits

• SCA Health & Welfare fringe benefits.
• Telemedicine
• Dental & Vision
• EAP
• Basic Life and AD&D Insurance (Company Provided)
• Voluntary Life and AD&D options
• 401(k) Retirement Savings Plan with matching after one year
• Paid Time Off

Reports to: Program Manager

Working Conditions

• Professional office environment, with the ability to work onsite in the main office.
• Must be physically and mentally able to perform duties extended periods of time.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.

• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer. All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.