Office Management Specialist III

Cape Fox Shared Services
United States, D.C., Washington
Jan 10, 2025
Office Management Specialist III Work Location: Harry S. Truman Building, Washington, DC Kwaan Tech is seeking a highly qualified Office Management Specialist III to join our team in support of the Department of State (DOS), Bureau of South and Central Asian Affairs, Office of Afghanistan Affairs (SCA/A). The Office Management Specialist position is critical to maintaining the Bureau's operational efficiency and professionalism and provides essential administrative and organizational support to senior officials within the SCA, ensuring seamless operations and efficient workflow. This role requires a Secret clearance to handle sensitive information and support activities in alignment with Department standards. Responsibilities include managing calendars, arranging meetings, coordinating travel, preparing correspondence, and maintaining office systems. The ideal candidate will have excellent organizational and communication skills, proficiency in office software, and experience working under pressure in a fast-paced environment. Core Duties: Provide support to the office to which assigned and report to the office director and/or deputy director of that office, or to senior Department officials in other offices in the Bureau Maintain the Director and Deputy Director's calendars and appointments, establish priorities, assure obligations met, arrange for meetings and conferences and inform participants Compile files and/or supporting documents on topics to discuss In the senior staff's absence, maintain a file of correspondence and events of which they should know about, and upon their return, bring such matters to their attention Receive, schedule, and refer calls and visitors from the public and other agency personnel as appropriate Handle requests on behalf of office staff and refer requests they cannot answer to appropriate staff or to correct office or official Schedule appointments for staff members or immediate supervisors and make commitments to attend meetings, luncheons, etc. Prepare travel authorizations for office director or staff members as requested Prepare trip itineraries, obtain travel expense estimates (e.g., MI&E, taxis, hotels, etc.), and make travel arrangements including airline and hotel reservations using E2 Solutions Organize passports, visas, and travel advances, as necessary Complete country clearance requests Coordinate with DOS and other agencies' couriers to deliver and pick-up visa letters, applicants, and passports Upon traveler's return, prepare and submit travel vouchers and follow up with travel staff to ensure all travel documents have been submitted properly and on time (i.e., within 5 days) Pre-clear and escort visitors, including senior foreign officials, to and from the office Assist with scheduling meetings and making logistical arrangements for visiting U.S. officials Arrange and schedule meetings, including reserving meeting rooms, setting up telephone and video conferences, preparing tent cards, and obtaining catering Assist with formatting briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat Assist with the preparation of employee evaluation reports (EERs) Develop and maintain a working knowledge of Department computer systems and databases Ensure that the office's computer equipment is in working order Develop and/or maintain contacts in other offices to facilitate meeting management and problem-solving Serve as timekeeper for the office to include maintaining Time and Attendance (T&A) for commonly used pay plans and types of leave Verify the allowability of various hours changed on T&A reports Review the reports for appropriate signature, initials and required supporting documentation Advise supervisors of discrepancies, and correcting actions as needed Maintain time keeping records Monitor office supplies and equipment and maintain an inventory by ordering through the Department systems such as the Integrated Logistics Management System (ILMS) and submitting repair orders as required Monitor and pickup mail and route to the appropriate employee