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Office Management Specialist - Blackstone, VA


Posted: 3/26/2019
Job Reference #: 1591
Keywords: manager

Job Description

Office Management Specialist - Secret Clearance - Blackstone, VA 

Duties encompassing, but not limited to the following, may fall into the office management field: updating and maintaining appointment calendars, setting up appointments and meetings, opening incoming mail and routing it to appropriate individuals, organizing and maintaining filing systems, making travel arrangements, escorting and receiving visitors to the office, gathering data from various sources, compiling information for reports and records, formatting, proofreading and editing of the material of others, developing and implementing office procedures, composing letters for the signature of the Program manager, setting up and maintaining data bases, track that outgoing correspondences are accurate, properly formatted and on time.  The Office Management Specialist works independently according to established policies and accepted practice, with minimal guidance from the Program Manager.  
The position is based at the Department of State, Foreign Affairs Security Training Center (FASTC) in Blackstone, VA
Job Duties:

Office Management:
* Performs and maintains office procedures in coordination with the Program manager and office staff
* Schedules office events and tracks deadlines
* Manages and maintains the office filing system
* Performs and monitors administrative requirements of the office and coordinates administrative matters with other offices

Administrative Support:
* Makes travel arrangements for the office and prepares travel vouchers
* Prepares time and attendance records for the Program manager and office staff
* Orders office supplies and equipment
* Organizes repairs of office equipment

Secretarial Support:
* Types cables, memoranda, letters, formal notes and papers
* Drafts routine and non-routine correspondence; proofreads documents received from other offices for the Program Manager’s signature
* Organizes and prioritizes documents for the Program manager
* Receives visitors
* Screens and facilitates telephone inquiries
* Maintains a professional atmosphere in areas of responsibility
* Exercises professional telephone etiquette
* Makes appointments for the Program manager, opens and distributes mail, files, makes copies and performs other secretarial duties as requested
* Exercise time management and prioritization of tasks to meet deadlines

Conference and Visit Support Functions:
* Works with visit control managers to plan and coordinate conferences and visits for the offices
* Provides administrative and secretarial support for VIP visits
* Coordinates formal functions (prepares contact/guest lists and invitations and tracks responses)
* Perform other duties as required
* Employee requires infrequent supervision and is expected to work independently according to established policies and accepted practice with minimal guidance from the Program Manager

Required Skills:
* Must possess a high school diploma, Associate’s degree preferred, together with seven (7) years of progressively responsible office management experience
* A minimum of two (2) years fulfilling the duties of an Office Management Specialist or equivalent experience
* Advanced knowledge of and experience with secretarial, administrative or office management functions
* Demonstrate a superior command of the English language to include grammar, spelling and punctuation
* Typing proficiency of at least 65 words per minute
* Intermediate knowledge of and experience with word processing, databases and spreadsheets and be able to operate office equipment (PCs, faxes, phones, copying machines, etc.).  Applicants must have a demonstrated proficiency in Microsoft Office Word, and other commonly used programs, including SharePoint, Outlook, Excel, Adobe Acrobat and Power Point
* Ability to handle multiple tasks simultaneously

Security Clearance:
In legal compliance with the terms of our U.S. Government contract the candidate must be a US citizen and possess or be able to obtain/maintain a SECRET clearance

Application Instructions

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