Office Management Specialist

  • Job Tracking ID: 512454-647259
  • Job Location: Washington, DC
  • Job Level: Any
  • Level of Education: Any
  • Job Type: Full-Time/Regular
  • Date Updated: August 31, 2018
  • Years of Experience: Any
  • Starting Date: ASAP
  • Apply type: application



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Job Description:

 Ian, Evan & Alexander Corporation (IEA) is in search of an Office Management Specialist in Washington, D.C.

  • Provide administrative and clerical assistance to the Division Chief, Team Leaders, and other staff*
  • Maintain the Division Chief’s calendar and make logistical arrangements for meetings, as required; meet, clear, and escort visitors*
  • Receive and make proper disposition of incoming telephone calls and respond to general telephone or voicemail inquires*
  • Act as the timekeeper for the office, collect leave slips, track attendance, and follow up with the Division Chief. Acquire and maintain knowledge of time and attendance rules, regulations, and procedures (training available).*
  • ARIBA Procurement System: Act as the ARIBA initiator for the office (with training), enter data, follow procurement procedures, and work with program officers, the procurement office, and the budget office on any outstanding issues.*
  • Travel: Act as main point of contact and travel arranger for all employees. Enter data in E2 solutions, work with approvers to have authorizations approved, liaise with Help Desk or Carlson Wagonlit on software issues or travel questions, and complete travel vouchers for employees. Acquire and maintain knowledge of travel regulations and procedures (training available).*
  • Interact with the IT Office to maintain a Blackberry request log for personnel when on travel*
  • Assist with the preparation of correspondence, forms, reports, cables, or other documents, by utilizing desktop computer processing systems, ensuring correct punctuation, capitalization, spelling, grammar, and conformance to style. Finalize Division documents, ensure all tabs, cover pages, etc., are in the proper configuration, secure the Division Chief’s signature, and deliver to the Executive Director’s Office or Front Office.*
  • Update office country portfolio and contact lists for the office and the intranet homepage*
  • Maintain central file system in accordance with policies and procedures*
  • Assist with the logistical arrangements for meetings and special events as needed, including, but not limited to award ceremonies, office parties, seminars or conferences*
  • Conduct a mail run to other Offices daily or as needed*
  • Ensure adequate supplies are available for the office and order new supplies when needed*
  • Make arrangements for incoming, including securing IT logins, handling safe combinations, preparing door signs, distributing supplies, and other preparations*
  • Follow up, as needed with other offices on task orders related to office repairs, new equipment’s requests, movement of phones or computers, or other tasks*

Experience and Skills:

  • U.S. Citizenship*
  • Active Secret Clearance
  • A Bachelor’s degree from an accredited institution, or three years of related experience*
  • Knowledge of and skill in correct usage of English grammar, spelling, punctuation, capitalization, and style. Familiarity with Department of State standardized document formats would be desirable.*
  • Proficient in Microsoft Office Suite and familiarity with Lotus Notes*
  • Demonstrated experience in the use of the telephone and voicemail*

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Ian, Evan & Alexander Corporation (IEA) is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.