IEA Corp., an EverWatch company is in search of a Program
Administrative Assistant/Office Manager to support the Department of
State in Washington, DC. The candidate must hold a Secret security clearance.
Roles and Responsibilities:
o 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.
o 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.
o Maintains daily calendar and schedules the activities of the office
staff. Establishes priorities, appointments, meetings (or
representation by subordinates).
o 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.
o 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.
o 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.
o Orders office equipment (.e.g. telephones, TVs, furniture), tracks
orders and maintains inventory. Calls in repair orders when equipment
is broken or malfunctions.
o 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.
o 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
o Provide program management assistance to program managers for
o Provide resource management assistance to the resource team for
grants, contracts, and allocation memos and congressional notification memos.
o Other related duties as assigned.
Required Knowledge, Skills, and Abilities:
o Must be able to hold a SECRET security clearance with the ability
to obtain a TOP SECRET security clearance.
processing and managing travel authorizations and documents with
automated travel management systems, such as E2 Solutions.
Experience managing, recording, and reporting employee time and
o Extensive experience with MS Office Suite programs,
including Outlook, Word, PowerPoint, and Excel.
o 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
o 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.