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 plays a vital role in the efficient functioning of the office by providing comprehensive logistical and administrative support. This position involves managing the office's daily operations, including communication workflows, scheduling, correspondence, and records management. As part of the responsibilities, the Office Management Specialist will ensure smooth facilitation of various administrative tasks while supporting a team of 15-18 employees. This role requires high attention to detail, strong organizational skills, and procedural compliance to maintain office efficiency.

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:

• Provide courteous and responsive service to the 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.
• Process time and attendance on TATEL.
• Order office supplies and keep office supply cabinets orderly.
• Make repair, cleaning, and physical maintenance requests as necessary.
• Regularly pick up mail and distribute items to staff .
• Provide escort to char force.
• Attend weekly staff meetings.
• Assist in developing and maintaining office SharePoint website.
• Serve as Unit Security Officer for office (enforce best practices for avoiding security violations).
• Keep the office phone lists, safe combination information, and other internal information up to date.
• Field inquiries, compile information, and submit requests to parole individuals into the United States.
• Dispose of records, including retirement to archives, according to Department regulations.
• Assist Deputy Director in orienting and on-boarding new employees.
• 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.
• Run errands related to DoS business at request of staff members.
• Photocopy/scan and fax documents.
• Arrange conference services for interagency and public outreach meetings, including 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 .
• Assist in data entry for annual performance evaluations of staff via ePerformance software system.
• Maintain office calendar and schedule meetings.
• Attend trainings for work-related duties, as need arises.
• Assists with administrative support of Front Office or other offices, on temporary basis as needed.
• Other Duties as Assigned

Qualifications

Qualifications - Here's What You Need:

• Have experience with US foreign affairs/policy, especially related to foreign assistance.
• Have familiarity with the Department of State policies, procedures and mission.
• Secret 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.
• 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.
• Ability to work with a wide variety of actors, including other Office Management Specialists, 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.
• Ability to arrange for staff travel through the E2Solutions travel management software system
• Ability to support the deputy director in inputting yearly staff evaluations into the ePerformance software system.
• Ability to procure office supplies via Ariba system.
• Ability to schedule meetings via Outlook.
• Ability to complete and submit parole packages.
• Ability to catalog and dispose of records according to Department regulations.

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

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 $24.00 - USD $43.00 /Hr.