Office Management Specialist II

About Us:

Totally Joined For Achieving Collaborative Techniques (TJFACT) is a minority-owned, CVE-verified Service Disabled Veteran Owned Small Business (SDVOSB) performance driven professional services government contracting company that provides a broad spectrum of services and solutions to the U.S. government agencies and organizations.

About this Position:

TJFACT is seeking a well-qualified Office Management Specialist II to join our Team! This position will support the Department of State - INL/WHP in Washington, D.C.! This position is equivalent to a Program Advisor/Specialist Level 2.

INL's Office of Western Hemisphere Programs (INL/WHP) oversees more than half a billion dollars in annual foreign assistance programming in more than 25 countries. INL/WHP directly supports multiple Administration and congressional priorities, including countering corruption, combatting the opioid epidemic, combatting transnational criminal organizations, and addressing security and governance-related drivers of migration. The Specialist will provide day-to-day support to INL/WHP management as well as additional INL/WHP staff.

This role is contingent upon reward.

Major Duties and Responsibilities

• Supports the INL/WHP office, office director, and division chiefs.
• Assists with keeping office, Office Director, and Division Chiefs calendars up-to-date; makes logistical arrangements for meetings; meets, clears, and escorts visitors.
• Assists lead OMS in general office duties.
• Makes and receives telephone calls; directs inquires to appropriate staff.
• Completes time and attendance requirements for the office.
• Ensures adequate supplies are available for the office and aids in requesting new supplies when needed; initiates procurement requests for the office.
• Makes travel arrangements; maintains travel log while staff is on travel; submits travel vouchers upon completion of travel; maintains familiarity with travel regulations to facilitate approvals.
• Coordinates onboarding of incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and preparing onboarding materials.
• Coordinates with other INL offices on tasks related to office repairs, new equipment requests, movement of phones or computers, and others.
• Assists in tracking office deadlines to meet required taskers for bureau and department leadership.
• Schedules meetings, appointments, calls, and conferences in accordance with INL/WHP management instructions. Ensures preparatory materials reach INL/WHP management in advance of events. Reschedules appointments when it is clear that WHP Director or Division Chiefs will not be able to make a commitment.
• Follows up on email inquiries and telephone conversations and takes appropriate steps to ensure that necessary action is completed as quickly as possible.
• Aids in preparing correspondence. Maintains suspense records on all correspondence and action documents and follow up to ensure a timely reply or action.
• Schedules large meetings and conferences: Selects time and location, notify participants, coordinate escorts and arrival, ensure that all requirement materials and services are provided in a timely manner, attend meetings and take notes, and prepare reports of the proceedings.
• Serves as the office records management point of contact, providing updates to the INL/WHP SharePoint site as needed and ensuring appropriate records filing practices, consistent with Department and Bureau guidelines.
• Serves as note-taker for meetings.
• Other duties as assigned.

Required Qualifications:

• US. Citizen or legal U.S. resident.
• Bachelor's degree from an accredited institution.
• Knowledge of, and demonstrated experience, using Microsoft 365.
• Knowledge of, and skill in, correct usage of English grammar, spelling, punctuation, capitalization, and style.
• Demonstrated experience in the use of the telephone and voicemail.
• Two to four years' experience in relevant field.
• Proven knowledge of federal policies and procedures.
• Ability to communicate effectively, both orally and in writing, with a wide range of players.

Preferred Qualifications:

• Active security clearance.
• Demonstrated proficiency in computer and web-based applications including Microsoft 365, SharePoint, Adobe Acrobat, WebEx, and Google Meet.
• Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, with changing priorities and short turn-around times.
• Demonstrated ability to provide excellent customer service.
• Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role.
• Prior demonstrated executive-level administrative and business process experience.
• Proven record of contributing to the efficient functioning and sound organization of an office or work unit and experience applying regulations and/or policies to guide work in an office setting.
• Familiarity with Department of State systems such as TATEL, E2, and with State Department formats.
• Spanish language proficiency is highly desirable.

BENEFITS:

• Medical, Vision and Dental Insurance
• 401-K plus match
• Paid Vacation days
• Paid holidays
• Short Term and Long-Term Disability
• Voluntary Term Life

TJFACT is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status or status as an individual with a disability. EOE/Minority/Female/Disabled/Veteran. We reserve the right to modify or revise the job descriptions in part or in its entirety. Reasonable accommodation will be made in accordance with governing law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)