Office Manager I - Washington, United States - Cherokee Federal

Cherokee Federal
Cherokee Federal
Verified Company
Washington, United States

3 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

Office Manager I

This position requires an active Secret
clearance or ability to obtain a Secret
clearance.

Compensation & Benefits:

Estimated Starting Salary Range for
Office Manager I: $115,000-$117,000

Pay commensurate with experience.


Office Manager I Responsibilities Include:


  • Scheduling the Deputy's internal and external meetings; handling the Deputy's travel arrangements, including but not limited to preparing travel authorizations, booking flights, hotels, coordination of ground transportation, submission of E-Country Clearances, processing visas, passport memo requests, and other travelrelated documents; drafting routine correspondence; filing correspondence and other documents for the Deputy's ready reference; tasking assignments to Deputy's subordinates and tracking the status; organizing briefing materials for the Deputy; and tracking assignments tasked to the Deputy and corresponding deadlines;
  • Provide backup administrative support to the Director or Acting Director in the absence of the Director's Special Assistant;
  • Front desk coverage, including answering the telephone and directing the caller to an appropriate contact within S/OCR, checking the voice mailbox and promptly responding to messages, greeting and escorting visitors, providing basic information about the office to walkin visitors and directing them to an appropriate contact within S/OCR;
  • Handle time and attendance for entire office (37 employees); submit required documents every two weeks via the Department's electronic time and attendance platform;
  • Routinely check office supplies and printer toner and paper and order supplies as needed;
  • Process ingoing and outgoing mail; ensure incoming mail is opened promptly, scanned, and forwarded to the appropriate division for handling;
  • Ensure burn bags are appropriately handled; label and take bags to disposal facility;
  • Plan domestic and international travel for S/OCR employees conducting training and investigations, including but not limited to preparing travel authorizations, booking flights, hotels, coordination of ground transportation, submission of E-Country Clearances, processing visas, passport memo requests, and other travelrelated documents;
  • Liaise with S/ES-EX for technology support and maintenance requests;
  • Serve as the POC for the S/OCR conference rooms, including handling reservations and ensuring access for parties with reservations;
  • Schedule virtual and inperson office meetings; ensure signlanguage interpreter is present if required;
  • Handle new employee onboarding, including requesting office equipment, ensuring access to appropriate distribution lists, and assisting with identification badges and computer access;
  • Update S/OCR organizational chart and phone rosters as necessary to reflect current information;
  • Establish and maintains the office SharePoint for purposes of providing external information and internal record keeping;
  • Send FOIA and Privacy Act requests to all S/OCR employees; compile responsive documents and forward to Privacy Office;
  • Maintain officewide SOPs; and
  • After taking PT171 Basic EEO Counselor Training, conduct initial intake interviews of employees initiating the EEO process; respond verbally and in writing to employee inquiries about the process. Performs other jobrelated duties as assigned

Office Manager I Experience, Education, Skills, Abilities requested:

  • Some post-secondary education required; Associates Degree or higher preferred.
  • Requires an active SECRET Security Clearance or the ability to obtain one
  • Two (2) years or more work experience in fastpaced government office with rapidly shifting priorities and tight deadlines
  • Current or prior State Department experience in a Front Office strongly preferred.
  • Ability to manage multiple tasks, coordinate activities, act decisively, and work well in a multicultural team environment.
  • English language (written and spoken) communication skills.
  • Strong organizational, communication, interpersonal, and computer skills.
  • Expertise in anticipating organizational needs and creating office management structures to improve program flow; streamline the process for the Deputy's calendar, ensuring alignment with policy priorities to boost productivity.
  • Ability to work independently to assess priorities and manage daily coordination of details with mínimal supervision; meet deadlines and use time and resources efficiently and effectively to successfully accomplish tasks with mínimal oversight.
  • Experience coordinating travel logistics, including but not limited to preparing travel authorizations, booking flights, hotels, coordination of ground transportation, submission of E-Country Clearances, processing visas, passports, and related documents. Knowledge of Department of State travel systems (E2 Solutions, E-Country Clearance) preferred.
  • Fluent in the Microsoft Office Suite of products.
  • Proficiency i
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