Office Management Specialist

Overview

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 20-30 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:

• 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 in tracking assignments and completion of taskers.
• Assist in orienting and on-boarding new employees.
• 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 inputting yearly staff evaluations into the performance software system.
• Ability to procure office supplies via Arriba system.
• Ability to schedule meetings via Outlook.
• Assist in data entry for annual performance evaluations of staff via performance software system.
• Provide courteous and responsive service to staff, visitors, stakeholders, 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 from the EX office and distribute items to staff.
• Run errands related to the client's 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 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:

• Have experience with US foreign affairs/policy, especially related to foreign assistance.
• Have familiarity with the Department of State policies, procedures and mission.
• 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:

• 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.

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.