Office Management Specialist

Overview

Employment in this role is conditional upon successful execution of the contract by the client

The Work

The Office Management Specialist will deliver high-quality logistical and administrative support to the F/ELA office, overseeing day-to-day operations, coordinating office communications, maintaining schedules, managing correspondence and recordkeeping, and providing assistance to a team comprising 20-30 personnel.

This position aligns with Cayuse's core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables.

Responsibilities

Key Responsibilities

• Process time and attendance on TATEL.
• Serve as the Travel Arranger for team members, including preparing travel authorizations, obtaining visas and making reservations, working with the F/EX Travel Team in closing out travel vouchers and uploading receipts.
• Assist Chief of Staff in tracking assignment and completion of taskers.
• Assist Chief of Staff in orienting and on-boarding new employees.
• Assist Chief of Staff in data entry for annual performance evaluations of staff via performance software system.
• Provide courteous and responsive service to the Chief of Staff, Office Director, Deputy Director, staff, visitors and callers, including by answering the phone and buzzing visitors into the suite, and escorting visitors within the building.
• Keep the office phone lists, safe combination information, and other internal information up to date.
• Ensure office electronic and paper files are properly maintained by all staff.
• Maintain Office leadership calendars and schedule meetings.
• Regularly pick up mail in EX office and distribute items to staff.
• Run errands related to State Department business at request of staff members.
• Photocopy/scan and fax documents.
• Arrange conference services for interagency and public outreach meetings, including by pre-clearing visitors into the building, scheduling conference rooms; verifying participation and helping escort visitors; creating name tent cards; assembling briefing books; making lunch or refreshment break reservations.
• Order office supplies and keep office supply cabinets orderly.
• Make repair, cleaning, and physical maintenance requests as necessary, including for furniture, lighting, door access, and computer and office equipment.
• Attend weekly staff meetings.
• Take notes during meetings and disseminate meeting minutes to team.
• Maintain team members' business contact lists (e.g. by scanning business cards and maintaining database of contacts).
• Develop and maintain office SharePoint website.
• Serve as Unit Security Officer for office (enforce best practices for avoiding security violations).
• Proofread and properly format papers prepared by policy team in response to taskings.
• Attend training sessions related to duties, as need arises.
• Assists with administrative support of the F Front Office on temporary basis, as needed.
• Other duties as assigned.

Qualifications

Qualifications - Here's What You Need

• Ability to work with a wide variety of actors, including other Office Administrative Support, the Front Office, the Executive Office staff, outside visitors, and facilities management at the Department of State.
• Ability to process time and attendance via TATEL program
• Ability to arrange for staff travel through the E2Solutions travel management software system
• Ability to support the deputy director and director in inputting yearly staff evaluations into the performance software system
• Ability to procure office supplies via Arriba system
• Ability to schedule meetings via Outlook
• Knowledge of State Department paper templates, direction, and expectations
• Secret Security Clearance 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.
• Operate significantly under own initiative and as part of a team, crafting proposals and recommending effective approaches to tasks with minimal guidance.

Our Commitment to you / overview of benefits

• Medical, Dental and Vision Insurance; Wellness Program
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter)
• Short-Term and Long-Term Disability options
• 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, Chief of Staff.

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.

Pay Range

USD $20.00 - USD $28.84 /Hr.