Administrative Support Specialist

Tuvli, an Akima company, is not just another federal IT contractor. As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.At Tuvli, the work you do every day makes a difference in the lives of our 15,000 Iñupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.For our shareholders , Tuvli provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.For our government customers , Tuvli ensures that solutions are strictly aligned with agency processes and desired program outcomes while delivering the best value for technology investments.As a Tuvli employee , you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.Job SummaryTuvli, an Akima company, is hiring for an Administrative Support Specialist to support our DoS client located in Washington, DC.ResponsibilitiesJob Responsibilities:Manages schedules for the Director and the Deputy Director. With broad guidance from the Director and Deputy Director, plan, arrange and monitor meetings and appointments. Negotiate scheduling conflicts with all parties. Compile all necessary background briefing materials for these meetings, working with meeting participants and other Office staff to assure timely submission of these materials.Receives, schedules, and makes proper disposition of telephone calls coming into the office, referring to the Director/Deputy Director only those calls, which in his/her judgment cannot or should not be referred to others or handled by him/herself.Makes and acknowledges various social arrangements and obligations which are a part of the official responsibilities of the Director/Deputy Director, including morale boosting events for the team.Serves in a liaison capacity between the Director/Deputy Director and his/her staff and other offices in the Department.As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data, and makes preliminary analyses.Makes and transcribes notes taken during meetings as required.Types a large volume of diplomatic correspondence, telegrams, letters, and memoranda for the Director/Deputy Director, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat.Serves as proxy for inputting employees’ performance evaluations on regular cycles via GEMS.Makes complex domestic and international travel arrangements, including airline and hotel reservations for the Director and Deputy Director and other SCA/PPD staff, as needed, using the Department’s E2 system.Manages and updates the Office’s SharePoint site and office Teams channels.Acts as liaison to GSO and IT for maintenance and computer issues.Manages conference room schedules.Responsible for procuring office supplies and equipment for the office.Escorts individuals, to include clearing on State Department personnel into the building and assisting with any high-level officials visits.Maintains an awareness of sensitive and confidential matters.Assist new staff members to ensure they receive critical information before and during their arrival.Responsible for making sure all security clearances for office staff have been sent to other agencies for meetings.Serve as back-up to maintain and process Time and Attendance for the office staff.Undertake special administrative support projects as needed.FOIA:Develops/maintains spreadsheet tracking to completion all FOIA requests, Privacy Act requests, and FOIA appeals.Draft communications to requesters, including acknowledgment of receipt, status updates, and partial and final decision letters.Communicate with the requester and third parties, as needed, to refine request, negotiate alternate time periods, respond to inquiries, coordinate search, determine release ability of records, and resolve other relevant matters.Reviews records and work closely with Agency staff and other offices to locate materials which are responsive to FOIA requests.Determines which, if any, disclosure exemptions apply to records and redact non-releasable portions.Prepares correspondence and package responding to any appeals of denial.Mail, Correspondence and Reports:Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate offices for action.Maintains office files.Manages other tasks authorized by the Government Task Manager that fall within the scope of this task order.QualificationsMinimum QualificationsExcellent knowledge of Department of State operations and overall office management experience.Experience as a senior-level secretary/office manager with the ability to work under pressure to meet tight or short deadlines.Working knowledge of personal computers, office IT applications, and general administrative practices.Makes travel arrangements, sometimes relatively complex.Edits correspondence and other documents.Maintains record of discussions at meetings and arranges for staff implementation of requirements.Two years college degree plus three years of experience or four years progressive experience in an office environment.Understanding of procedures governing the specific functional area.Strong oral and written communications and interpersonal skills.Ability to interact professionally with staff of all levels.Ability to be detail oriented in a multi-tasking environment, as well as results oriented, flexible and adaptable.Ability to take initiative and work independently and with co-workers on projects and issues within overall policy guidelines.Experience meeting tight deadlines in a fast-paced, office environment.U.S. citizenship.Active Secret Clearance.The duties and responsibilities listed in this job description generally cover the nature and level of work being performed by individuals assigned to this position. This is not intended to be a complete list of all duties, responsibilities, and skills required. Subject to the terms of an applicable collective bargaining agreement, the company management reserves the right to modify, add, or remove duties and to assign other duties as may be necessary.Posted Salary Range45 - 47.56Benefits InformationThe company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits.We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law.Job:

Office & Administrative SupportTravel:

Yes, 25% of the timeOrganization:

TuvliClearance:

SECRETWork Type:

On-SiteRemote:

NoReqID:

2024-8292

#J-18808-Ljbffr