Office Management Specialist III

Office Management Specialist III

***As required by our governmental client, this position requires US Citizenship and an active secret clearance

As an Office Management Specialist III, you will play a vital role in supporting the Deputy Assistant Secretaries and senior officials within the Bureau of Near Eastern Affairs. Your responsibilities will encompass schedule management, travel arrangements, and correspondence coordination. You'll be the linchpin ensuring the smooth operation of this critical office.

Compensation & Benefits:

Estimated Starting Salary Range for Office Management Specialist III: $99,200.00

Pay commensurate with experience.

Full time benefits include Medical, Dental, Vision, 401K and other possible benefits as provided. Benefits are subject to change with or without notice.

Office Management Specialist III Responsibilities Include:

• Support the office to which assigned and report to the office director and/or deputy director of that office, or to senior Department officials in other offices in the Bureau.
• Maintain the Director and Deputy Director's calendars and appointments; establish priorities and assures obligations met; arrange for meetings and conferences and inform participants. Compile files/supporting documents on topics to discuss.
• In the senior staff's absence, maintain a file of correspondence and events of which they should know about, and upon their return, bring such matters to their attention.
• Receive, schedule, refer calls and visitors from the public and other agency personnel as appropriate. Handle requests on behalf of office staff; refer requests they cannot answer to appropriate staff or to correct office or official. Schedule appointments for staff members or immediate supervisors and make commitments to attend meetings, luncheons, etc.
• Prepare travel authorizations for office director or staff members as requested. Prepares trip itineraries, obtains travel expense estimates (MI&E, taxis, hotels, etc). Make travel arrangements including airline and hotel reservations using E2 Solutions. Organize passports, visas, and travel advances, as necessary. Complete country clearance requests. Coordinate with State Department and other agencies' couriers to deliver and pick-up visa letters, applicants, and passport. Upon traveler's return, prepare and submit travel vouchers. Follow up with Travel staff to ensure all travel documents have been submitted properly and on time. (i.e. within 5 days).
• Pre-clear and escort visitors, including senior foreign officials, to and from the office. Assist with scheduling meetings and making logistical arrangements for visiting U.S. officials.
• Arrange and schedule meetings, including reserving meeting rooms, setting up telephone and video conferences, preparing tent cards, and obtaining catering.
• Assist with formatting briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat. Assist with the preparation of employee evaluation reports (EERs).
• Develop and maintain a working knowledge of Department computer systems and databases. Ensure that the office's computer equipment is in working order. Develop and/or maintain contacts in other offices to facilitate meeting management and problem-solving.
• Serve as timekeeper for the office to include maintaining Time and Attendance (T&A) for commonly used pay plans and types of leave; verifying the allowability of various hours changed on T&A reports; reviewing the reports for appropriate signature, initials and required supporting documentation; and advising supervisors of discrepancies, and correcting actions as needed. Maintain time keeping records.
• Monitor office supplies and equipment and maintain an inventory by ordering through the Department systems such as the Integrated Logistics Management System (ILMS) and submitting repair orders as required.
• Monitor and pickup mail and route to the appropriate employee.
• Performs other job-related duties as assigned

Office Management Specialist III Experience, Education, Skills, Abilities requested:

• Associate's degree or higher is preferred but not required.
• One to two years' experience as an executive assistant or office manager working under pressure.
• Expert verbal and written communication skills and strong interpersonal skills.
• Expert knowledge of Microsoft programs including Outlook, Excel, Word and PowerPoint, and other commonly used programs and applications.
• Expert knowledge of calendar and appointment management.
• Ability to draft and finalize emails, notices, and reports.
• Ability to work under pressure with tight deadlines.
• Ability to work proactively, engaging with office colleagues and others to accomplish work requirements.
• Knowledge of Department of State management operations (both domestic and overseas) preferred but not required.
• Schedule -M-F days
• Travel- No travel
• On-site requirement 100% on-site

Company Information:

Cherokee Nation System Solutions (CNSS) provides support, services, and solutions to federal and commercial customers. The company takes a personalized approach to solving our clients' toughest challenges, helping you make the most of your skills. CNSS is part of Cherokee Federal - a team of tribally owned federal contracting companies. For more information, visit cherokee-federal.com.

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Cherokee Federal is a military friendly employer. Veterans and active military transitioning to civilian status are encouraged to apply.

Similar searchable job titles: Office Manager, Administrative Specialist, Executive Assistant, Senior Secretary, Bureau Support Specialist

Keywords: Office management, scheduling, travel arrangements, correspondence, Top Secret clearance, Department of State, administrative support.

Legal Disclaimer: Cherokee Federal is an equal opportunity employer. Please visit cherokee-federal.com/careers for information regarding our Affirmative Action and Equal Opportunity Employer Statement, and Accommodation request.