Office Management Assistant III Top Secret

Job Description

Job Description

Olgoonik is an Equal Opportunity Employer

Overview:

The Office Management Assistant provides office management support to the assigned office, including, but not limited to, general administrative services, logistics, and scheduling support.

Primary Responsibilities:

• Support assigned supervisor and members of the team in routine office administration, personnel, time and attendance, database administration, and project requirements.
• Responsible for all administrative and IT requirements for in-processing or newly arrived personnel; including, but not limited to, submission of requests for computer and facilities access and issuance of government smartphones.
• Manage supervisor’s schedule and appointments, place meetings on the Microsoft Outlook calendar, and confirm outside appointments in advance.
• Organize conference calls and handle logistical arrangements for office meetings, including coordinating with outside agencies/bureaus.
• Support proper security protocols, act as a visitor escort, assist the Security Officer in providing oversight of proper storage, handling, and destruction of classified material.
• Responsible for receipt and distribution of office mail, preparation of interoffice and external mail, including domestic and foreign destinations, using USPS, commercial delivery services, and diplomatic pouch.
• Manage the vehicle fleet inventory, to include mileage logs, maintenance, and parking placards.
• Provide administrative support for reports, briefings, presentations, and special projects.
• Prepare charts, tables, graphs, and diagrams to assist in program activities.
• Draft and revise PowerPoint presentations, briefings, lesson plans, and training materials.
• Arrange staff travel in E2, prepare travel vouchers, and coordinate visas for travel.
• Order and manage office supplies and equipment.
• Organize and manage repairs of office equipment and office computers.
• Develop and propose improvements to office policies and procedures.
• Assist in the development of office budget projections and long-term project plans.
• Perform other duties as assigned.

Supervisory Responsibilities:

• Supervisory responsibilities are not anticipated.

Education and/or Experience:

• High school diploma or GED and a minimum of six years of professional experience in a related field; an associate’s degree may be substituted for up to two years of professional experience and a bachelor’s degree may be substituted for up to three years of professional experience.
• Experience with the E2 Travel System and Microsoft SharePoint.
• Experience drafting and editing U.S. government reports and documents.
• Working familiarity with Department of State regulations (FAM, FAH, DOSAR, DSSR, etc.)

Knowledge, Skills, and Abilities:

• Good typing skills and demonstrated proficiency with Microsoft Office (particularly Excel), as well as other database software.
• Working familiarity with Department of State regulations (FAM, FAH, DOSAR, DSSR, etc.)
• Strong multi-tasking skills with the ability to work effectively and efficiently in a fast-paced, high-volume work environment.
• Excellent organizational and follow-up skills.
• Excellent interpersonal skills and the ability to communicate and coordinate effectively, both orally and in writing, with superiors, colleagues, business professionals, and the general public.
• Ability to work independently on projects and issues within overall policy guidelines.

Certificates, Licenses, Registrations:

• None.

Security Clearance:

• TOP SECRET Clearance with SCI Access Required
• Must have a current United States Government TOP SECRET Personnel Security Clearance and be able to qualify for SCI access.
• Must have a current U.S. Government Single Scope Background Investigation (SSBI)/Tier 5 or equivalent (less than 4-1/2 years old) to be eligible for SCI access.
• Must be a U.S. Citizen.
• Must be able to maintain required Security Clearance/access approvals.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to be able to occasionally stand; walk; sit; use hands and/or fingers to handle, or feel objects, tools or controls; operate office equipment, reach with hands and arms; climb stairs; balance; stoop; kneel; talk or hear; taste or smell. The employee must occasionally lift and or move up to 25 pounds.

Work Environment:

General office environment. Some travel both domestically and internationally required based on business demands.

Olgoonik is an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local laws. As an Alaska Native corporation, Olgoonik provides hiring preference to Olgoonik shareholders, descendants, and their spouses to the extent allowed by law.