Office Management Specialist at Commonwealth Trading Partners

, , United States -

Full Time

Start Date

Immediate

Expiry Date

14 Apr, 26

Salary

0.0

Posted On

14 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Skills, Organization Skills, Interpersonal Skills, Communication Skills, Data Entry, Microsoft Office, Time Management, Attention to Detail, Research Skills, Problem Solving, Travel Coordination, Records Management, Onboarding, File Management, Technical Assistance, Project Management

Industry

International Trade and Development

Description

Overview CTP is a privately held small business based in Herndon, VA. We provide program management services for government and private clients and deliver technical assistance programs in over 80 countries around the world. CTP provides specific solutions or full lifecycle support, including course and curriculum design, expert instruction, logistics support, monitoring & evaluations, knowledge management, strategic planning, program management, and staffing services. Responsibilities Position Summary: The Office Management Specialist (OMS) will serve as core member of CTP's embedded team within the U.S. Department of State’s Bureau of Political-Military Affairs (PM/SA), ensuring smooth operations for the office. The OMS must be a self-starter and be able to multi-task and prioritize competing assignments and is in integral part of the PM/SA's overall team. Beyond serving as a travel arranger and Web Tatel timekeeper for the office, the OMS may be tasked with special projects (Ariba, IPP, on-boarding, office reporting) that arise based on the individual’s skills and interest, professional goals, and existing workload. This position is contingent upon contract award. OMS duties include, but are not limited to, the following: Assist PM/SA staff, including Contractor staff, to: obtain and transfer E2 accounts for office staff; visas, passports, and other documentation required for travel; initiate and process requests for travel authorization for all office staff, track authorizations to ensure airline tickets are purchased in a timely matter; complete travel vouchers and ensure accuracy; and assist with the preparation and submission of expense vouchers for local travel and expenses. Serve as a timekeeper for PM/SA staff using Web Tatel system, which includes the submission of bi-weekly time and attendance; presentation of the final report for each pay period including the appropriate signatures for approval; track compensatory time, over time, comp time for travel and troubleshoot discrepancies that arise for PM/SA staff (including Contractor staff). Assist the Contracting Officer’s Representative (COR) in tracking Contractor time and leave in a separate tracker. Assist with the arrival of visitors for the PM/SA Director, and their movement through security screening. Escort cleaning and maintenance staff throughout office. Work with facilities management to maintain office and conference rooms. Maintain file documentation and storage according to Department policy, as stated in the Foreign Affairs Manual. Scans, faxes, and shreds correspondence as appropriate. Ensure continuous operation of office equipment (printers, fax, copier). Prepare office correspondence and obtain proper approvals. Assist PM/SA with security clearances and building passes. Assist with records management consistent with best practices. Assist with onboarding of new or transferring personnel. Maintain office organizations charts, phone lists, and supplies. Maintain a list of desk locations, laptop, and desktop names, including Contractor staff. Assist with requesting and coordinating issuance and installation of information technology, including desk phones (secure and non-secure), mobile devices, laptops and desktops, docking stations, and other needs. Assist with set-up for office-wide meetings and/or GSO’s monthly learning events. Carries out special projects as needed and directed by the COR. Qualifications Qualifications: At least two (2) year college degree. One (1) to two (2) years in an administrative position within the federal government (preferably the U.S. Department of State). Able to work independently. Strong research and organization skills. Strong interpersonal skills. Excellent oral and written communication skills. Able to handle multiple tasks simultaneously. Strong organizational skills and attention to detail. Ability to manage multiple ongoing tasks and processes simultaneously. Skilled in data entry and computer keyboard commands. Must be able to quickly learn how to use proprietary applications and systems for processing administrative requirements such as travel, time and attendance, and procurement. Able to use Microsoft Office programs including Outlook, Word, Excel, and PowerPoint. Must possess ability to compose and staff office correspondence. Proficient in English. Preferred Experience: Previous experience working within PM/SA. Bachelor’s Degree. Location________________________________________ Washington DC at US State Department Company Benefits________________________________________ Medical, Dental and Vision insurance, Short Term and Long-Term Disability insurance, Life Insurance, AD&D, Telework, Paid Time Off, Flexible Spending Account, Tuition Reimbursement, and a 401K Retirement plan. Compensation________________________________________ Salary range based upon experience Security Clearance________________________________________ Active SECRET security clearance preferred, must have ability to obtain Other Requirements________________________________________ Supervisory Responsibility: Position does not have supervisory responsibilities. Travel: International travel may be required . Work Authorization: Candidate must be authorized to work in the United States. No sponsorships provided. Application Procedure________________________________________ Interested candidates should apply via CTP’s website www.ctp-inc.com Candidate applications may be acknowledged but, due to the high volume of submissions, only qualified candidates will be contacted. These positions are currently contingent upon contract award. Candidates without requisite years of experience and pertinent qualifications will not be considered. Employment is subject to a satisfactory completion of a pre-employment background review. This includes, but is not limited to: employment, credit and education verifications, and criminal records check. All applicants are required to complete the associated paperwork in advance of an interview. Writing samples may be requested. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status, or any other legally protected basis, in accordance with applicable law. CTP is an Equal Opportunity Employer

Responsibilities

The Office Management Specialist will ensure smooth operations for the office, assist with travel arrangements, and serve as a timekeeper for staff. The role includes managing various administrative tasks and supporting special projects as needed.