Office Management Specialist with Security Clearance - Washington, United States - Alutiiq, LLC

Description

The incumbent reports to the Coordinator, R/GEC providing support to the Acting Coordinator, Chief of Staff, and Deputy Coordinators in managing projects and initiatives throughout the office.

Primary Duties and Responsibilities (Essential Functions): * Provides administrative support to the Acting Coordinator from travel, time keeping, supplies and equipment order and inventory, as well as manage the Acting Coordinator's calendar.

• Updates the office's Shared Point Site
• Administer the preparation of materials for use by the Acting Coordinator at high levels and sensitive meetings and conferences, gatherings, and public appearances both within the United States and abroad.
• Maintain liaison with senior officials, both within and outside of the Department.
• Oversee the Coordinator' calendar to ensure that priority needs are considered and met.
• Review, analyze, and screen incoming correspondence, routing issues of overriding and central importance to the Acting Coordinator, Deputies and all other correspondence to other appropriate staff members.
• Make independent decisions on selected matters that can be resolved with own expertise. If necessary, task bureaus and offices in anticipation of the Under Secretary's and the Acting Coordinator's needs.
• Oversee the preparation of materials for use by the Acting Coordinator at high levels and sensitive meetings and conferences, gatherings, and public appearances both within the United States and abroad and including invitations.
• Assist with logistical planning for the Acting Coordinator's participation in these meetings.
• Plan, design and prepare creative visual presentations using Power Point, Visio and other state- of- the- art applications.
• Prepare confidential background material and reports for the Acting Coordinator's use in preparing him/her for meetings with other USG officials, leaders and high level officials of foreign governments, White House staff, and Members of Congress.
• Escort officials to see the Acting Coordinator to ensure that they get to their meetings in a timely manner.
• Screen visitors and telephone calls for the Acting Coordinator.
• Assist the Coordinator and with travel arrangements and prepare the Acting Coordinator's travel vouchers for reimbursement upon returning from travel.
• Assists with office functions, planning, and logistical support.
• Provides backup support to the partner OMS administrative support to office staff from travel, time keeping, supplies and equipment order and inventory, as well as manage office calendar.
• Helps manage the maintenance of Front Office paper and electronic files.
• Facilitates internal meetings, training sessions, and discussions related to GEC administrative policy and procedures.
• Determines distribution and deadlines for items requiring the Coordinator's attention.
• Back-up scheduler for the Acting Coordinator, Chief of Staff, and Deputy Coordinators.
• Scheduling conference rooms/VTCs
• Duty officer scheduling
• T&A for office
• Security/clearance passing

• Experience in tracking document flow and clearance processes and distribution of documents to appropriate personnel.
• Familiarity with database management and analyses of quantitative and qualitative data (involving various data sources) and results reporting.
• Familiarity with principles and practices of knowledge management.
• Experience in formulating and writing policies, processes and procedures.
• Experience in developing data logs and reports (with quantitative and qualitative data).
• Demonstrated skills in database management, data entry, mining and analysis, and reporting.
• Ability to learn and work with database applications.
• Demonstrated skills or knowledge of global internet access and research capabilities.
• Demonstrated skills in program administration, operating procedures, oversight and monitoring.
• Experience in program administration, operating procedures, oversight and monitoring.
• Facility with standard software, including the complete Microsoft Office Suite (Word, Excel, Access, PowerPoint, SharePoint), and an ability to learn and work with other software, as well as database applications.
• Strong, timely and precise organizational skills and multi-tasking abilities.
• Strong critical and creative thinking and analytical skills.
• Strong written and oral communication skills.
• Strong ability to work independently, with minimal supervision, and multi-task in a high volume, fast-pace work environment.
• Strong ability to also have a flexible, team-oriented approach to work.
• Excellent ability to build and maintain strong working relationships with colleagues.
• Exposure to U.S. foreign affairs agencies and/or international organizations.
• Ability to obtain and maintain a security clearance at the Top Secret/SCI level.
• Foreign language skills are preferred but not required.
• A Bachelor's Degree is preferred, but not required for this position.

Other required skills are strong writing skills, especially the ability to convey technical concepts in nontechnical language for peers, senior officials, and outside audiences; strong verbal communication skills; willingness to work to tight deadlines; ability to work effectively as part of a multicultural and interagency team; command of Microsoft Office applications.

The contractor will be flexible, adept at multitasking, and able and willing to build new skills and knowledge in a rapidly evolving political and technical environment.

Qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and related medical conditions), gender expression or gender identity (including transgender status), sexual orientation, marital status, military and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information or any other characteristic protected by applicable federal, state or local laws ("protected status").

The pay rate offered will be determined based on the candidate's experience and qualifications, as well as geographic locations, market data, and other business considerations, as permitted by law.

Our full range of benefits include medical, dental, vision, disability protection, life insurance, prescription coverage, voluntary benefits, paid leave, and 401(k) retirement.

Positions covered by the McNamara O'Hara Service Contract Act (SCA), Davis-Bacon Act (DBA), or a Collective Bargaining Agreement (CBA), or Fair Labor Standards Act (FLSA) will comply with the statute or CBA requirements as well as other client-customer contract requirements (all benefits are subject to eligibility requirements).