Office Management Specialist

Office Management Specialist at Q2

IMPACT

Location: Washington, DC

Required Security Clearance: U.S. Citizenship. Active Secret-level clearance. A Secret security clearance is required for this position; however, the OMS may begin work with an interim Secret security clearance.

Q2

IMPACT is a data-first organization known for delivering innovative, customized solutions in monitoring, evaluation, learning, digital transformation, and performance management for government, security, and development partners. Drawing on deep expertise in advanced analytics, digital platforms, and AI, we help clients solve their most complex data, knowledge management, and operational challenges. Our collaborative culture values curiosity, partnership, and technical excellence.

The Office Management Specialist (OMS) will serve as core member of Q2

IMPACT’s embedded team within the U.S. Department of State’s Bureau of Political-Military Affairs (PM/SA), ensuring smooth operations for the office. The OMS must be a self‑starter and be able to multi‑task and prioritize competing assignments. Beyond serving as a travel arranger and Web Tatel timekeeper for the office, the OMS may be tasked with special projects (Ariba, IPP, onboarding, office reporting) that arise based on the individual’s skills and interest, professional goals, and existing workload.

• Assist PM/SA staff, including Contractor staff, to obtain and transfer E2 accounts for office staff; visas, passports, and other documentation required for travel; initiate and process requests for travel authorization for all office staff, track authorizations to ensure airline tickets are purchased in a timely manner; complete travel vouchers and ensure accuracy; assist with the preparation and submission of expense vouchers for local travel and expenses.
• Serve as a timekeeper for PM/SA staff using Web Tatel system, which includes the submission of bi‑weekly time and attendance; presentation of the final report for each pay period including the appropriate signatures for approval; track compensatory time, overtime, comp time for travel and troubleshoot discrepancies that arise for PM/SA staff (including Contractor staff).
• Assist the Contracting Officer’s Representative (COR) in tracking Contractor time and leave in a separate tracker.
• Assist with the arrival of visitors for the PM/SA Director, and their movement through security screening.
• Escort cleaning and maintenance staff throughout office.
• Work with facilities management to maintain office and conference rooms.
• Maintain file documentation and storage according to Department policy, as stated in the Foreign Affairs Manual.
• Scan, fax, and shred correspondence as appropriate.
• Ensure continuous operation of office equipment (printers, fax, copier).
• Prepare office correspondence and obtain proper approvals.
• Assist PM/SA with security clearances and building passes.
• Assist with records management consistent with best practices.
• Assist with onboarding of new or transferring personnel.
• Maintain office organization charts, phone lists, and supplies.
• Maintain a list of desk locations, laptop, and desktop names, including Contractor staff.
• Assist with requesting and coordinating issuance and installation of information technology, including desk phones (secure and non‑secure), mobile devices, laptops and desktops, docking stations, and other needs.
• Assist with set‑up for office‑wide meetings and/or GSO’s monthly learning events.
• Carry out special projects as needed and directed by the COR.

• At least two (2) year college degree.
• One (1) to two (2) years in an administrative position within the federal government (preferably the U.S. Department of State).
• Able to work independently.
• Strong research and organization skills.
• Strong interpersonal skills.
• Excellent oral and written communication skills.
• Able to handle multiple tasks simultaneously.
• Strong organizational skills and attention to detail.
• Ability to manage multiple ongoing tasks and processes simultaneously.
• Skilled in data entry and computer keyboard commands.
• Must be able to quickly learn how to use proprietary applications and systems…