Program Administrative Assistant/Office Manager

  • Job Tracking ID: 512454-649163
  • Job Location: Washington, DC
  • Job Level: Any
  • Level of Education: Any
  • Job Type: Full-Time/Regular
  • Date Updated: September 14, 2018
  • Years of Experience: Any
  • Starting Date: ASAP
  • Apply type: application



Invite a friend
facebook LinkedIn Twitter Email


Job Description:

  • Review and prepare travel requests and vouchers for office staff utilizing the E-2 government solutions software. Makes arrangements for travel, hotel reservations, passports, visas, and travel advances. Some travel is required within the DC area to deliver and retrieve passports to foreign embassies.
  • Receive visitors and calls, and determine whether they can be handled personally or if referral to a supervisor or other staff member is required. Clears visitors with security guard at building entrance and escorts visitors from the entrance.
  • Maintains daily calendar and schedules the activities of the office staff. Establishes priorities, appointments, meetings (or representation by subordinates).
  • Receives incoming mail (classified and unclassified) for the office staff. Transports mail between Main State and SA-3 on a daily basis. Prepares and tracks mail and courier services (i.e. UPS, FedEx, DHL, etc.) and any other special mail activities required.
  • Reviews correspondence and documents prepared for the Director or Deputy Directors’ signature(s) for conformance with policy and regulations, as well as for correct grammar and format. Obtains clearance, reference materials, and background information as required. Composes non-technical, routine correspondence on own initiative as necessary.
  • Maintains inventory of office supplies, orders required supplies as necessary, and stocks supply storage areas. On a daily basis, checks paper and toner levels in all printers and copiers to ensure adequate printer operability for the day.
  • Orders office equipment (.e.g. telephones, TVs, furniture), tracks orders and maintains inventory. Calls in repair orders when equipment is broken or malfunctions.
  • Processes time and attendance in the Department of State Time and Attendance system (TATEL) in advance of payroll deadlines and compares staff leave slips and leave calendars to records for each submission.
  • Serves as PM/WRA’s lead coordinator for records management, includes maintaining the office file plan, complying with the PM/WRA records retention schedule, providing staff support for file maintenance (including electronic record keeping), and coordinating the regular retirement of records and maintenance of a master set of all DS-693 records retirement transmittal forms for reference and retrieval purposes.
  • Provide program management assistance to program managers for various portfolios.
  • Provide resource management assistance to the resource team for grants, contracts, and allocation memos and congressional notification memos.
  • Other related duties as assigned.

Experience and Skills:

  • Must be able to hold a SECRET security clearance.
  • Experience processing and managing travel authorizations and documents with automated travel management systems, such as E2 Solutions.
  • Experience managing, recording, and reporting employee time and attendance.
  • Extensive experience with MS Office Suite programs, including Outlook, Word, PowerPoint, and Excel.
  • Ability to operate office equipment such as copiers, fax machines, etc.
  • Strong communications skills, with emphasis on proper grammar, spelling, punctuation, and required State Department correspondence formats.
  • Knowledge of Department of State records management policies and the official filing system (Traffic Analysis by Geography and Subject -- TAGs) to properly maintain official files.
  • Demonstrated with office administration support and operating procedures.

 

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.