Office Administrator

Overview

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

The Work:

The Office Administrator will work directly with the client to provide a wide range of administrative support to advance goals pertaining to the client's inceptions.

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:

• Ensure time and attendance on Web Time and Attendance via Telecommunications (Web TATEL aka TATEL) is accurate for direct reports and other staff, as needed.
• Serving 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
• Assisting the Deputy Director in tracking assignment and completion of taskers.
• Assisting the Deputy Director in orienting and on-boarding new employees.
• Assisting the Deputy Director in data entry for annual performance evaluations of staff via ePerformance software system.
• Providing 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.
• Ordering office supplies and keeping office supply cabinets orderly
• Keeping the office phone lists, safe combination information, and other internal information up to date.
• Maintaining the Office Director's calendar and scheduling meetings
• Regularly picking up mail in the EX-office and distributing items to staff
• Running errands related to State Department business at the request of staff members.
• Photocopying/scanning and faxing documents
• Arranging 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.
• Making repair, cleaning, and physical maintenance requests, as necessary.
• Provide escort to building support staff (e.g. Janitorial, etc.), as appropriate.
• Attending weekly staff meetings.
• Taking notes during meetings and disseminating meeting minutes to team.
• Maintaining team members' business contact lists (e.g. by scanning business cards and maintaining database of contacts).
• Assisting in developing and maintaining office SharePoint website.
• Proofreading and properly formatting papers prepared by policy team in response to taskings.
• Attending training classes on work-related duties, as need arises.
• Other Duties as assigned.

Qualifications

Qualifications - Here's What You Need:

• Have experience with US foreign affairs/policy.
• Have familiarity with the Department of State policies and procedures.
• Secret Clerance 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:

• Excellent interpersonal and oral communication skills.
• Excellent customer service skills
• Strong organizational skills, attention to detail, including follow-up on pending tasks.
• Ability to operate significantly under own initiative and as part of a team, crafting proposals and recommending effective approaches to tasks with minimal guidance.
• Ability to work with a wide variety of actors, including other Office Administrators, 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 Arriba system.
• Ability to schedule meetings via Outlook.
• General word-processing skills
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel.

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 $26.00 - USD $46.00 /Hr.