The Kenjya-Trusant Group is seeking an Office Management Specialist (OMS) to support our prime Administrative Management contract with the U.S. Department of State. The OMS will provide critical administrative and operational support, as outlined below. The employee will support the Executive Director and Deputy Executive Director of the Bureau of Oceans and International Environmental and Scientific Affairs (OES).
CLEARANCE REQUIREMENT: SECRET
DUTIES AND RESPONSIBILITIES:
- Perform management and/or program support work, such as planning, research, analysis, correspondence control, communication, and/or liaison responsibilities. The position may also plan, accomplish, and/or manage special projects or events, including town hall meetings and other bureau meetings.
- Oversee correspondence for the Executive Director and Deputy Executive Director and determines the best course of action to handle it, including, but not limited to –discerning which items can be handled personally, forwarding, and assigning the rest to others to address; working with other staff to develop appropriate responses; researching and writing letters and emails in response to inquiries using personal initiative as well as the request of the manager; developing the systems to control records on all incoming correspondence and action documents; for follow-up to assure timely action or reply; and for filing to enable the easy retrieval of all documents and correspondence coming to and emanating from the office.
- Oversees the office’s schedule and day-to-day plans for the Executive Director and Deputy Executive Director.
- Coordinate and collect Time and Attendance (T&A) report every pay period for all Civil Service, Foreign Service, and PSCs in the bureau, and submits to the T&A Team leader/or backup staff.
- Oversees the OES duty roster and periodically updates the duty book as needed.
- Performs duties as an alternate Unit Security Officer in accordance with Department Policy and Regulations under the direction of the Bureau Security Officer.
- Arrange appointments for the Executive Director and Deputy Executive Director that include courtesy calls, conferences, and scheduled meetings with their counterparts in the Department of State, National Security Staff, and similarly positioned executives in other federal agencies, non-governmental organizations, foreign governments, and the private sector.
- Oversees records and ensure system compliance regarding records scheduling, management, and disposition with Federal regulations as set forth by the National Archives and Records Administration (NARA) liaisons within the Department.
- Plan, organize, and implement all necessary pre-departure domestic and international travel arrangements for the Executive Director and Deputy Executive Director.
- Obtain all necessary country clearances from post in host countries, visas, ground and air transportation, and lodging as required.
- Reviews all travel related requests including invitational travel for technical and policy correctness for the Executive Director or Deputy Executive Directors signature. Submits the required quarterly reports on invitational travel to the Ethics office.