Office Administrative Support Specialist - Washington, United States - NANA Regional Corporation

Description

Overview

Work Where it Matters
Tuvli, an Akima company, is not just another federal IT contractor.

As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.

At Tuvli, the work you do every day makes a difference in the lives of our 15,000 Iñupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.

For our shareholders , Tuvli provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.


For our government customers , Tuvli ensures that solutions are strictly aligned with agency processes and desired program outcomes while delivering the best value for technology investments.


As a Tuvli employee , you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.


Job Summary

Tuvli, an Akima company, is hiring for an Office Administrative Support Specialist to support our DoS client located in Washington, DC.

Responsibilities

Job Responsibilities:

• Carrying out special assignments that require a high degree of tact and diplomacy and require a comprehensive knowledge of the OES Bureau and State Department procedures.
• Prepares orientation information for new employees (this includes obtaining ensuring proper security briefings, official badges, passing the new employees clearance process,getting employees' access to Department classified and unclassified computer systems, including shared drives, appropriate distribution lists and shared office calendars,and obtaining proper access to E2 Solutions.
• Assists with visitors at the Harry S Truman Building, arranging appropriate level escorts and greetings, ensuring their movement through security screening andpre-registration.
• Manages office documentation and storage according to applicable foreign affairs manual (FAM).
• Manages office equipment (printers, fax, copier), ensures efficient ordering and use of office supplies and supplies for events.
• Prepares office correspondence and obtains proper approvals (signatures and permissions).
• Manages Office travel. Initiates and processes requests for travel authorization for all members of the office ensuring all travel rules and procedures are followed. Understands and manages visas, passports, and other documentation required for travel. Tracks authorizations to ensure that airline tickets are purchased in a timely matter.
• Completes travel vouchers and ensures accuracy. Prepares and submits expense vouchers for local travel.
• Is OES/PPO liaison with travel office and ensures funding and logistical support for travel.
• Tracks representational funds, advising on events and working to ensure contracts are appropriate and ensuring that reimbursements are processed.
• Coordinates with protocol, the General Services Management office, conference room coordinators, Facilities Management office, 8th floor managers, and caterers to secure support for public outreach activities.
• Coordinates with EX on representational funding for many public outreach events.
• Manages event invite and access lists and deadlines, using a RACI Matrix for team coordination. Checks in with persons that are responsible for each duty.
• Tracks event participation and guest lists.
• Draft invitations to large events, send out personalized invitations and track responses and RSVP's using best available technology platform.
• Bring new innovation and tools to event management, coordinate with the FAN team and IMD team to create worksheets that OES/PPO can use for quizzes, signups and surveys that are distributed before and after events.
• Help create a contact data base system for the office.
• Perform Internet searches for press and media reports, compiling them for Bureau staff.
• Assist in developing and maintaining office SharePoint website.
• Process time and attendance on the TATEL system.
• Assist Deputy Director in tracking assignment and completion of taskers.
• Assist Deputy Director in data entry for annual performance evaluations of staff via ePerformance software system.
• Obtain Public Affairs Bureau clearances for documents and for interviews with OES officials.
• Keep the office phone lists, safe combination information, and other internal information up to date.
• Maintain Office Director's calendar and schedule meetings.
• 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.
• Serve as OES/PPO administrative liaison to OES/EX and the rest of the Department.
• Train with the Under Secretary's staff on standard operating procedures for travel and other administrative requirements.
• Serve as the office's Unit Security Officer- in charge of keeping office up to date with changes in security protocol, requesting badge access, and reporting any security violations.

Qualifications

Minimum Qualifications:

• High level of competency with office computer functions, including TATEL, Excel, and E2, and willingness to learn new IT skills.
• Excellent interpersonal and oral communication skills.
• Excellent customer service skills.
• Strong organizational skills and 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 Management Specialists, the Front Office, the Executive Office staff, outside visitors, and facilities management at the Department of State.
• Must possess and maintain an active Secret clearance.
• E2 Travel System experience.
• Must possess ability to compose office correspondence and can prioritize responsibilities.
• Must be able to work independently.
• Proficiency in Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
• Find venue space and contacts for events.
• Contact and order pipe and drape, catering and any technology support for events.
• Set up meetings and schedule walkthroughs with everyone involved in the planning and logistics of the event.
• Submit DS 1141 to GSM for equipment.
• Coordinate logistics, materials, and program management tools for conferences.
• Offer program support to other offices hosting events throughout the bureau.
• Gather information from participants for registration and building entry.
• Work with DS to pre-clear guests for each event.
• Sent out invitations for each event.
• Worked with EX to secure representational funds to support the events.
• Maintain large contact list with contacts from a wide range of stakeholder.
• Order and create name badges and table tents and handouts for projects.
• Active Secret Clearance.

Posted Salary Range

Benefits Information

SCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits.

Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.

We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws.

All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law.

If you are an individual with a disability, or have known limitations related to pregnancy, childbirth, or related medical conditions, and would like to request a reasonable accommodation for any part of the employment process, please contact us at job- or information about job applications status is not available at this contact information).


Job: Office & Administrative Support


Travel: Yes, 25% of the time


Organization: Tuvli


Clearance: SECRET


Work Type: On-Site


Remote: No


ReqID: