Job Title: Office Management Specialist, Front Office
Department: Operations - Services
Reports To: RavenTek Program Manager
Location: Washington, DC
Schedule: Monday - Friday
Hours: Full-time, 40-hours/week
FLSA Status: Exempt
Position Summary
The Office Management Specialist will support The Department of State (DOS), Bureau of Counterterrorism, providing support to other Units and Offices within the DOS to ensure the success of the program's mission. The performance of the Office Management Specialist position is key to RavenTek’s performance on the DOS CT contract, and therefore RavenTek’s mission to support the Department of State.
Essential Duties and Responsibilities
- Perform a variety of administrative tasks based on instruction and guidelines.
- Provide support for office staff, receive telephone calls and visitors coming into the office and route them accordingly, to the appropriate personnel.
- Review all incoming correspondence (paper and electronic); distribute to necessary staff members as appropriate; and prepare replies to general inquiries and routine actions.
- Maintain office files and ensure they are current and updated periodically.
- Coordinate and arrange various meetings and conference events in the local area.
- Prepares agendas for meetings and conferences, and accurately document and publishes summary of minutes from meetings and conferences.
- Maintain and coordinate calendars and office schedules of three to four senior management officials.
- Work closely with senior management to schedule appointments and arrange meetings, ensuring guests are cleared into the building and escorted as needed, and reserving meeting rooms and inviting relevant participants, as required.
- Ensure requested etiquette follow-up with meeting participants is carried out based on senior management protocols.
- Arrange travel for senior leadership and assist office staff with travel planning, ensuring timeliness and accuracy.
- Assist travelers with the submission of travel vouchers for all travelers at the conclusion of each trip. Particular emphasis placed on ensuring that all travel is in accordance with the Federal Travel Regulation (FTR).
- Execute last-minute logistical tasks to include ensuring senior management has proper Visas for travel.
- Screen telephone calls, visitors, and incoming correspondence.
- Handle all tasks required to arrange service calls concerning administrative, logistical, and IT support.
- Order office supplies, maintain supply inventory, and arrange for maintenance and repair of office equipment.
- Organize representational events in the specific department and elsewhere, prepare guest lists, escort VIP guests, and coordinate the escort of other guests with staff members as needed.
- Maintain standard operating procedures (SOPs) for the office in compliance with specific organizational requirements.
- Advise and assist other staff members to ensure understanding and compliance with established SOPs, requesting guidance from senior staff members as necessary.
- Enter actual time worked, once complete, at the end of the day, or no later than 10:00 a.m. the following workday, and submit timesheets at the end of each pay period.
- Monitor and respond to RavenTek email a minimum of 3 times per week.
- Other duties as assigned.
Qualifications, Knowledge, and Critical Skills
- Excellent customer service and multi-tasking skills, including planning and management of conferences and representational events.
- Intermediate knowledge of and experience with the Microsoft Office suite and ability to learn use of Department, bureau, or office databases as required.
- Prior knowledge and experience with the Federal Travel Regulation (FTR) preferred, ideal will be to have previous experience with applicability within the Department of State.
- Familiarity with a variety of computer systems, including travel systems, preferred.
- Strong oral and written communications skills and tact when interfacing with other offices, individuals, and institutions. Some familiarity with basic foreign policy, economic and development principles and international institutions is preferred.
- Ability to prioritize and work on tasks simultaneously in a fast-paced environment.
- Ability to work independently and under supervision.
Education & Experience
- Three (3) years of administrative/office management or relevant experience
- High School Diploma.
Certifications, Licenses
Special Requirements
- Possess a Secret clearance with the ability to obtain a Top-Secret clearance.
Work Environment
Employee will be working indoors in an office environment. Potential moderate temperature fluctuations. Typical indoor and computer related noise level, and typical office, paper, and equipment related dust. Exposure to video display terminals occurs on a regular basis.
Physical Demands
Employee needs to be able to sit at a workstation for extended periods; use hand(s) to handle or feel objects, tools, or controls; reach with hands and arms; talk, see and hear. Most positions require the ability to work on a desktop or laptop computer for extended periods of time reading, reviewing/analyzing information, and providing recommendations, summaries and/or reports in written format. Employee may be required to occasionally lift and/or move moderate amounts of weight, typically less than 20 pounds. Regular and predictable attendance is essential.
ADA: RavenTek will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
EEO/AA: RavenTek does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services and is an equal access/equal opportunity/affirmative action employer.
This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification. This job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
