Office Administrator Jobs in Goldbelt Washington, DC

Essential Job Functions:

• Receive, schedule, and make proper disposition of telephone calls coming into the office.
• Make travel arrangements, including airline and hotel reservations for office staff.
• Organize passports, visas, and travel advances, as necessary.
• Complete Electronic Country Clearance (eCC) requests. Upon staff return, prepare, and submit travel vouchers.
• Pre-clear and escort visitors, including senior foreign officials, to and from the office. Provide refreshments from office supply, as needed.
• Assist with scheduling meetings and making logistical arrangements for visiting foreign and U.S. officials.
• Arrange meetings, reserve meeting rooms, set up telephone and video conferences, prepare tent cards, and facilitate catering.
• Arrange for the delivery and receipt of mail and supplies.
• Coordinate all in-office work by third parties, such as cleaning crews and IT services.
• Attend office and bureau staff and other meetings, as required by either the Director or Deputy Director.
• Review incoming correspondence and taskings and forward necessary information or instructions to the appropriate officers for action. Compose replies as appropriate.
• Assist with formatting briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat and OES Bureau.
• Assist with the preparation of employee evaluation reports (EERs) in e-Performance.
• Develop and maintain a working knowledge of Department computer systems and databases.
• Ensure that the office’s computer equipment is in working order and liaise with IT, as necessary.
• Implement special assignments which require a high degree of tact and diplomacy and comprehensive knowledge of the views of the Director or Deputy Director.
• Maintain office files and assist with the retiring of office files.
• Prepare and submit bi-weekly time and attendance reports for all officers in OPA, maintain office time and attendance records, and follow up with personnel to ensure all items are submitted on time and correctly.
• Maintain stocks of office supplies, handle purchase orders, work orders, and repair orders for office equipment.
• Assist all personnel with accounts and other tasks needed to complete all onboarding and departure requirements.
• Maintain office-wide electronic calendars and online and telephone conference lines, email distribution and phone contact lists, and organization charts.
• Manage other tasks authorized by the Government Task Manager that fall within the scope of this task order.
• Maintain office travel budget and assist with preparation of annual office financial plan, order business cards for office personnel.
  
  

Necessary Skills and Knowledge:

• Highly proficient in using Microsoft Office Tools (Word, Excel, Access, PowerPoint, Teams, etc.)
• Working knowledge of computers and general administrative practices.
• Ability to work primarily sedentary in an office setting.
• Ability to be proactive and approach problems analytically with little or no guidance.
• Must be proficient in the English language with exceptional verbal skills.
• Ability to manage multiple tasks and coordinate activities in multiple locations.
• Must be able to decisively in daily work and work well in a diverse team environment.
• Strong organizational, communication, and interpersonal skills.
• Ability to work independently to assess priorities and manage daily coordination of details with minimal supervision.
  
  

Minimum Qualification:

• Associate Degree in Business Administration, Business Management, or related field.
• Must have experience in office management and/or administrative support.
• Must have a Secret security clearance.
• Some travel may be required.
  
  

Preferred Qualifications:

• Bachelor’s degree in Business Administration, Political Science, or related field.
• Prior experience working with the U.S. Department of State is highly desired to understand the culture and environment.