Office Management Specialist III
Active TS clearance is required.
As an Office Management Specialist III, you will play a vital role in supporting the Deputy Assistant Secretaries and senior officials within the Bureau of Near Eastern Affairs. Your responsibilities will encompass schedule management, travel arrangements, and correspondence coordination. You'll be the linchpin ensuring the smooth operation of this critical office.
Compensation & Benefits:
- Estimated Starting Salary Range for Office Management Specialist III : $113,971.35–$117,037.18
- Pay commensurate with experience.
- Full time benefits include Medical, Dental, Vision, 401K and other possible benefits as provided.
- Benefits are subject to change with or without notice.
Office Manager III Responsibilities Include:
- Receives, schedules, and makes proper disposition of telephone calls coming into the office, referring the Office Director only those calls deemed critical and which in his/her judgment should be referred. Prepares necessary background or informational material for the Office Director.
- Maintains the schedule for the Office Director, arranging, referring to other officials, or rescheduling appointments as deemed necessary. In this connection, the incumbent handles all requests for meetings and appointments, decides the distribution of the Office Director time, prepares or requests preparation of briefing memoranda indicating purpose of appointments and outlining background data. Arranges for oral briefings by appropriate officers; and discusses with officials invited to meetings called by the Office Director subject of the meetings in order that they will be properly informed and provided with necessary information.
- Makes and acknowledges various social arrangements and obligations which are a part of the official responsibility of the Office Director.
- Makes travel arrangements, including scheduling of appointments, security travel and hotel reservations, passports, visas, and travel advances, as necessary. Upon return, prepares vouchers from travel diaries, notes, and incumbent's knowledge of arrangements. Due to the heavy demands on the Office Director, frequently such arrangements become complicated due to last minute changes and travel revisions after departure.
- Serves in a liaison capacity between the Office Director and his/her staff and other offices in the Department. Assures that the staff is currently informed on the Office Director plans and commitments as well as cognizant of the status of matters under discussion or consideration. The Office Director is kept continually informed of activities for which his/her subordinates are responsible.
- Instructs members of the Director’s staff and other officials in the Office.
- Makes careful and exhaustive searches for information difficult to obtain, compiles data and makes preliminary analyses.
- Responsible for carrying out special assignments for the Office Director, which require a high degree of tact and diplomacy and comprehensive knowledge of the views of the Office Director.
- Types a large volume of correspondence, telegrams, and memoranda for the Office Director and Department principals, briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat.
- Has a working knowledge of Government Travel authorization program (Travel Manager). Drafts/prepares travel authorizations on behalf of supervisor or staff member who is traveling. Prepares travel authorizations for staff members based on information provided by traveler. Prepares trip itinerary, obtains travel expenses estimates (MI &E costs, taxi, hotel costs etc; prepares travel authorization request. Upon completion of trip assists traveler in preparing electronic travel voucher. Follows up with traveler to ensure all expense documents have been submitted and on time (i.e. within 30 days).
- Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate offices for action. Composes replies for his/her own signature when appropriate. Exercises judgment in presenting material to the Office Director that he/she has special interest or which for reasons of special confidential consideration is not reviewed by any member of the immediate staff. Composes correspondence for the Office Director signature.
- Processes/reviews all incoming and outgoing letters, memos and related correspondence. Prepares reports, memoranda and other forms of written communication. Composes and edits letters, reports and general office memoranda for publication/distribution on behalf of the Office Director or senior level officer.
- Maintains a file of correspondence and events of which the Office Director should know about. Exercises discretion in determining which matters to bring to their attention.
- Responsible for carrying out special assignments for the Assistant Secretary, Deputy Assistant Secretaries, and other senior NEA officials which require a high degree of tact and diplomacy and comprehensive knowledge of the views of the NEA leadership.
- Manages other tasks authorized by the Government Task Manager that fall within the scope of this task order, including managing office files and taking and transcribing notes taken during meetings as required.
- Performs other job-related duties as assigned.
Office Manager III Experience, Education, Skills, Abilities requested:
- Bachelor’s Degree in public policy, political science, administration, arts & humanities etc.,
- 5 years of work experience of Department of State administrative and policies functions.
- Excellent knowledge of Department of State operations and overall office management experience.
- Experience as a senior level secretary/office manager working under pressure.
- Experience coordinating and managing administrative staff.
- Ability to manage multiple tasks, coordinate activities and work well in a multi-cultural team environment.
- Strong organizational, communication, and interpersonal skills.
- Ability to work independently to assess priorities and manage daily coordination of details.
- Experience and proficiency in Department of State software and systems.
- Expertise with Microsoft Office suite.
- Active TS clearance is required.
- Must pass pre-employment qualifications of Cherokee Federal
Cherokee Nation System Solutions (CNSS) provides support, services, and solutions to federal and commercial customers. The company takes a personalized approach to solving our clients' toughest challenges, helping you make the most of your skills. CNSS is part of Cherokee Federal – a team of tribally owned federal contracting companies. For more information, visit cherokee-federal.com.
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Cherokee Federal is a military friendly employer. Veterans and active military transitioning to civilian status are encouraged to apply.
Similar searchable job titles: Office Manager, Administrative Specialist, Executive Assistant, Senior Secretary, Bureau Support Specialist
Keywords: Office management, scheduling, travel arrangements, correspondence, Department of State, administrative support.
Legal Disclaimer: Cherokee Federal is an equal opportunity employer. Please visit cherokee-federal.com/careers for information regarding our Affirmative Action and Equal Opportunity Employer Statement, and Accommodation request.
Job Type: Full-time
Pay: $113,971.35 - $117,037.18 per year