Office Administrator (EA)

Office Administrator (EA)

USGI is seeking an Office Administrator to provide administrative support for INL/EA, particularly the Office Director, the Asia Division Chief, and two Team Leads, as well as broad-based administrative support to the Asia Division staff. The OMS will also work closely with the other INL/EA OMS and provide backstopping support to the Europe Division.

BACKGROUND

The U.S. Department of State is the lead institution for the conduct of American diplomacy, and the Secretary of State is the President's principal foreign policy advisor. The Department of State's mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous, and secure world.

INL keeps Americans safe at home by countering international crime, illegal drugs, and instability abroad. INL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systems. These efforts reduce the amount of crime and illegal drugs reaching U.S. shores.

The Office of Europe and Asia (INL/EA) is part of the INL Bureau led by an Office Director and includes nearly forty (40) full-time staff across two Divisions (Europe Division and Asia Division). INL/EA provides policy guidance and develops, executes, and monitors programs to address the full range of criminal justice issues as they relate to countering transnational crime, illegal drugs, and instability in Europe and Asia. As one of two Office Management Specialists (OMS) in INL/EA, the incumbent is an essential member of the INL/EA Team, providing primary administrative support for the Europe Division with backstopping support for the Asia Division.

DUTIES & RESPONSIBILITIES

• Based on a thorough knowledge of the responsibilities of the Senior Foreign Service Office Director, Asia Division Chief, two Team Leads and the Office, the Administrator performs a variety of responsible duties, including scheduling, travel, logistical, and associated administrative support.
• Keeps office calendar up to date; schedules and makes logistical arrangements for meetings, including space, time, etc., and notify people who are to attend; meets, clears, and escorts visitors.
• Receive and screen incoming telephone calls and visitors. Answer questions regarding administrative and non-technical matters, take notes and prepare memos, production requests, etc.
• Make travel arrangements based on general travel intentions, known preferences of the traveler, and in accordance with appropriate travel regulations. Initiate and advise on staff travel authorizations and vouchers. Monitor authorization and voucher processing through payment system. Advise staff members on proper travel policies and procedures. Demonstrate initiative and good judgment in making arrangements on short notice.
• Accurately prepare travel orders, travel vouchers, country clearances, and visa request letters for submission. Obtain passport/visas from embassies.
• Aids in requisitioning office supplies, printing support, and related materials.
• Initiates procurement and supply requests for the office.
• Maintains, updates, and upon request, leads comprehensive revisions of office SharePoint. Reviews SharePoint of other offices to identify best practices. Keeps roster and key documents sections updated.
• Updates country portfolios and contact lists for the office and for posting on EA's SharePoint landing site.
• Make arrangements for incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and other preparations.
• Initiates and follow up as needed with other INL offices related to office repairs, new equipment, movement of phones or computers, and other tasks.
• Finalizes INL Front Office documents, secure the Office Director's signature and deliver to the Front Office. Properly file, save, and/or shred documents/records.
• Establishes and maintains an accurate Employee Master Time and Attendance Record for each assigned direct hire employee on a bi-weekly basis. Ensure each pay record is supported by appropriate documentation. Advises staff members on time and attendance policies and procedures. Ensures data is timely and accurately submitted to the National Finance Center. Serves as liaison with the Human Resources Branch staff in resolving time and attendance discrepancies. Locks all Time and Attendance material in an area away from general contact with other employees.
• Assists INL/EA staff with IT requests, including Enterprise Mobile Devices.
• Provides advice and guidance to staff on applicable procedures, instructions, and other regulations pertaining to administrative matters.
• Take notes at Asia Division meetings and distribute to office and external stakeholders.
• Maintains and accurately updates file system in accordance with Department of State policies and procedures to enable quick and efficient retrieval of information. Accurately purge files or perform other file disposition actions in accordance with established procedures. Where appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received.
• Receives and reads incoming mail, including correspondence, reports, and instructions. Screen out items that the incumbent is authorized to handle and forward the rest together with necessary background material to the appropriate staff members working on the projects.

MINIMUM QUALIFICATIONS

• U.S. Citizen or legal U.S. resident
• Bachelor's degree from an accredited institution
• Two to eight years' experience in relevant fields
• Demonstrated ability to communicate effectively orally and in writing
• Demonstrated ability to provide customer service
• Demonstrated ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times
• Demonstrated experience using Microsoft Office Suite
• Demonstrated skill in correct usage of, English grammar, spelling, punctuation, capitalization, and style
• Demonstrated experience in the use of the telephone and voicemail

PREFERRED QUALIFICATIONS

• Demonstrate Familiarity with E2, TATEL, and the SMART system
• Experience working for or with the International Narcotics and Law Enforcement bureau with the Department of State

REPORTING AND RELATIONSHIPS

The Office Administrator will report to his/her contracting company and will receive direction from the CO, Contracting Officer's Representative (COR), and/or Government Technical Monitor (GTM).

LEVEL OF EFFORT

Hours for this full-time position will be Monday through Friday, 8 hours per day, 40 hours per week, incorporating the core hours of the Department of State (9:00 AM to 3:00 PM).

TELEWORK

If applicable, telework is authorized only with prior INL Office Director, Contracting Officer, and Contracting Officer's Representative approval, in accordance with Department of State and INL policies.

SUPPLEMENTAL HOURS

Supplemental hours are authorized in accordance with the award and shall not exceed the designated ceiling.

POSITION LOCATION

The physical work location is INL/EA office at State Annex 1 (SA-01), Columbia Plaza, 2401 E St. NW, Washington, DC. This position requires consistent in-person presence at the designated duty location.

GOVERNMENT FURNISHED EQUIPMENT

DOS will provide office space, computers, phones, and other required equipment and supplies necessary to complete all job requirements. DOS will own and maintain all government furnished property.

CLEARANCE

A Secret security clearance is required for this position; work may begin with an interim Secret security clearance.

TRAVEL

Travel is anticipated for this position and cannot be used without prior authorization from the INL Contracting Officer.

TRAINING

This BPA Call provides for mandatory training for DOS-specific equipment, systems, and processes (reference 13 FAM 300 Agency Mandated Training), which shall be completed promptly and in accordance with Department policy. This training does not require INL Contracting Officer (CO) approval.

Travel related training (i.e., FACT (CT650), HTSOS-C etc.), may be required, if applicable. The PM shall coordinate with INL/SAO/IM to determine if applicable and if INL Contracting Officer approval is required prior. All other training requires INL Contracting Officer approval.

USGI offers a competitive salary and comprehensive benefits including health, dental and vision benefits, life insurance, AD&D, short and long-term disability insurance, 401(k) plan with company match, plus generous PTO offerings to include vacation/sick days, bereavement leave, and 11 paid Federal holidays. USGI is an equal opportunity employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.