Office Management Specialist

Assignment

Title:

Office Management Specialist

Department/

Location:

Washington, DC

Technical Point of Contact: Project Director

Type: Full-time

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

IBTCI is seeking an Office Management Specialist to support a proposed task order aimed at enhancing the Office of Security Assistance (PM/SA)’s capacity to provide effective program management, design, monitoring and security assistance oversight. PM/SA oversees U.S. foreign assistance programs aimed at building partner military capacity to advance U.S. foreign policy. The Office currently manages three security assistance accounts:
Foreign Military Financing (FMF), International Military Education and Training (IMET), and the National Security Engagement Account (NSEA) (formerly Peacekeeping Operations (PKO)). Additionally, the Office provides concurrence authority for the U.S. Department of War (DOW)’s security assistance programs under U.S.C. Title 10 (“Title 10 programs”). The PM Bureau’s need to provide consistent oversight of U.S. security assistance programs is vital. In a context of scarce resources, the need to demonstrate clear alignment with U.S. Foreign policy through effective program management is paramount.

The Office Management Specialist (OMS) serve as core member of the PM/SA team, ensuring smooth operations for the office. The individual must be a self-starter, able to multi-task and prioritize competing assignments. Beyond serving as a travel arranger, Web Tatel timekeeper for the office, the OMS may be tasked with special projects (Ariba, IPP, on-boarding, office reporting) that arise based on the individual’s skills and interest, professional goals and existing workload.

OMS duties include, but are not limited to, the following:

• 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 matter; complete travel vouchers and ensure accuracy; and 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, over time, comp time for travel and troubleshoot discrepancies that arise for PM/SA staff (including Contractor staff).
• Assist the 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.
• Scans, faxes, and shreds 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 organizations 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.
• Carries out special projects as needed and directed by the COR.
• At least two (2) year college…