Office Support Specialist

Program Assistant

This is a non-personal services contract to provide Administrative, Analyst and Advisor Services that shall support the Bureau of European and Eurasian Affairs. The United States Government shall not exercise any supervision or control over contractor personnel, who are the service providers performing the services described herein. The contracted service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

Job Responsibilities and Duties:

· Provide administrative and management support to senior management;

· Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence, as needed;

· Review internal and external communications for consistency and distribute approved documentation to appropriate personnel, as directed;

· Prepare and publish meeting agenda, travel arrangements, setup internal/external meetings/appointments, perform staff time and attendance and reporting, manage and secure classified/SBU documents;

· Process incoming/outgoing personnel checklist, arrange conference room scheduling, perform office supply management duties;

· Provide special event coordination, escort visitors, process visitor building access, answer and route incoming/outgoing phone calls;

· Process and track personnel leave requests, monitor and track motor vehicle fleet monthly usage mileage and gas expenses;

· Coordinate and respond to data calls, and assist bureau staff on special projects;

· Collect, compile and coordinate processing of the Weekly Activities Reports (WARs);

· Assist with program management activities within the bureau directorate;

· Perform travel coordination by preparing authorizations and making reservations for Government employees using E2 Travel Solutions application, as required;

· Record, draft and prepare meeting minutes, as required;

· Maintain, update and track multiple Outlook calendars and schedules;

· Track the annual employee performance evaluation reports and documents;

· Set-up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional (RIMC Directors) offices or missions abroad;

· Maintain proficiency in MS Office Suite, Visio, Outlook, and Project;

· Maintain expertise in managing SharePoint databases.

· Track assigned tasks and monitor progress and/or overdue action items;

· Prepare various analytical reports and draft administrative and policy documentation;

· Create and update PowerPoint presentations for ongoing projects and briefings;

· Maintain various spreadsheet reports to assist in data analysis for senior management;

· Draft and process electronic country clearance (eCC) requests for travelers both contract and government personnel;

· Assist in the preparation of policy documentation and disseminate to appropriate Front Office personnel;

· Devise and maintain a systematic approach to the organization’s Shared drives document repository and update information posted on SharePoint sites, as required;

· Perform Front Office liaison activities and facilitate communication across organizations;

· Review and analyze program history to identify issues or trends which may have bearing in determination of future program direction for discussion;

· Assist in the identification, development, and tracking of internal and customer focused policies and procedures for cross-cutting issues;

· Track staff assignments, advising managers of progress and/or overdue action items;

· Prepare a variety of analytical reports, memoranda, and written materials on various administrative and policy issue

· Produce a variety of reports, tracks suspense actions, produces charts, create specialized databases, or prepare presentation materials from software programs

Job Qualifications:

Education and/or Experience

· High school diploma and must have a minimum of five (3) years office experience and supporting high level officials.

OR

· 4 years of directly related administrative and technical experience.

· Active Top-Secret Clearance Required.

Knowledge, skills, and abilities:

· Experience with EZ and E2 Travel Systems

· Experience running a supply chain office/room

· Knowledge of office management systems and procedures

· Excellent time management skills and ability to multi-task and prioritize work in a fast-paced office environment

· Excellent customer service skills

· Attention to detail and problem-solving skills

Job Type: Full-time

Pay: $70,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Bachelor's (Preferred)

Experience:

• office management: 4 years (Preferred)
• booking travel: 3 years (Preferred)

Security clearance:

• Secret (Required)

Work Location: Hybrid remote in Washington, DC 20003