Office Management Specialist III at PCI GS

Washington, District of Columbia, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Jul, 26

Salary

116071.0

Posted On

04 Apr, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar management, Travel coordination, Office administration, Time and attendance tracking, Microsoft Outlook, Microsoft Excel, Microsoft Word, Microsoft PowerPoint, Communication skills, Interpersonal skills, Logistics management, Report preparation, Briefing paper formatting, Inventory management, Secret clearance, Executive support

Industry

Business Consulting and Services

Description

Essential Duties and Responsibilities * 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 ensure 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 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; 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 Department systems such as the Integrated Logistics Management System (ILMS) and submitting repair orders as required. * Monitor and pick up mail and route to the appropriate employee. Qualifications Education: * Associate’s degree or higher preferred but not required. Qualifications: * Must be a U.S. citizen and possess or be able to obtain a Secret clearance. * 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.

Responsibilities

The Office Management Specialist provides comprehensive administrative support to senior staff, including calendar management, travel arrangements, and meeting coordination. They are also responsible for maintaining office records, managing time and attendance, and overseeing office supplies and equipment.