Administrative Support 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 the position:

TJFACT is seeking to hire an Administrative Support Specialist II to support our United States Department of State (DOS) Diplomatic Technology (DT – formerly IRM) client in Washington, DC.

The Administrative Support Specialist II will provide a wide range and scalable administrative support services to support Diplomatic Technology (DT – formerly IRM). They will be responsible for efficient office administrative operations, functions and liaison between other Department of State (DOS) and Contractor offices. The resource will also be responsible for coordinating data calls, record keeping/reporting, travel schedules, conference room schedules and, managing the day-to-day office operations, as well as a broad range of office administrative and support activities.

DUTIES AND RESPONSIBILITIES:

• Provide administrative support to senior management
• Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence, to ensure consistency with DOS and DT procedures, timeliness, and format standards
• Review internal and external communications for quality and consistency and distribute approved documentation to appropriate personnel, as directed
• Coordinate and respond to data calls
• Collect, compile, and coordinate processing of the Weekly Activities Reports
• Makes travel arrangements for managers including developing travel itinerary, making air/ground transportation schedules, hotel reservations and ticketing. Prepares travel vouchers and coordinates payments as necessary
• Record, draft, prepare and distribute meeting minutes, as required
• Maintain, update, and track multiple Outlook calendars and schedules
• Track the annual employee evaluation reports
• Maintain conference rooms schedule and track reservations
• Set up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional (i.e., RIMC Directors) offices or missions abroad
• Proficient use of MS Office Suite
• Devise and maintain a systematic approach to the organization’s Shared drives document repository and update information posted on SharePoint sites, as required
• Stay abreast of new and existing policies
• Draft monthly and weekly reports to include activities, internal telephone directory, emergency contact list, organization charts, and more
• Route incoming calls and monitors any related follow up communications
• Perform the clerical tasks required to log and track the status of internal/external tasks and assignments
• Provide administrative support concerning time and attendance, leave, organizing office spaces, relocation efforts and replenishing supplies
• On behalf of domestic staff, assist and coordinates with American Red Cross (ARC) building visitor center for badge requests and access to controlled government facilities
• Maintain electronic records filing and distribution lists
• Provide a daily USPS mail run and processing of all incoming mail
• Perform other administrative duties as assigned

EDUCATION AND EXPERIENCE:

• Four (4) to Seven (7) years of directly related technical experience
• High School Diploma or equivalent
• Proven knowledge of office administrative support
• Demonstrated experience in maintaining an effective office administrative support services, organizational operation, customer service, preparing correspondence, developing efficient filing systems, reviewing, and procuring supply requisitions, assigning, and monitoring clerical functions
• Demonstrated experience in taking notes, scheduling meetings and appointments, and providing assistance to visitors
• Proficiency in the entire Microsoft (MS) Office Suite, including but not limited to Word, Excel, PowerPoint, Visio, Outlook, and Project
• Demonstrated experience in problem solving and attention to detail
• Demonstrated experience in facilities management including access and logistics
• Strong organizational and planning skills
• Excellent time management skills and ability to multi-task and prioritize work
• Functional knowledge in business processes, office management, computer applications, and customer services
• Excellent written and verbal communication skills
• Demonstrated program management experience
• Active Security Clearance

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 accommodations 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)