IEA Corp., an EverWatch company is in search of a INL/GPP Office
Administrator to support the Department of State in Washington, DC.
This position requires a Secret or an interim Secret clearance.
DUTIES AND RESPONSIBLITIES
* Based on a thorough knowledge of
the responsibilities of the Director and Division Chiefs, and the
Office, the Administrator performs a variety of responsible duties,
which relieve these managers of administrative details and assists in
the discharge of these responsibilities.
correspondence, reports, and other documents. Accurately types
correspondence, reports, or similar materials from handwritten or
electronic drafts using a word processor. Ensures correct grammar,
spelling, capitalization, punctuation, and appropriate format in
documents prepared by self and others. Thoroughly reviews
correspondence and other work prepared by others for content, correct
grammar, spelling, capitalization, punctuation, and appropriate
format. On own initiative, returns such communications to the
originator for correction when not in conformance with known policies
or correspondence regulations. Ensures that requirements for
classified material are accurately followed, where applicable.
Prepares forms, which need not be composed by other employees in the
* Schedules meetings, appointments, and conferences in
accordance with supervisor's instructions. Reminds supervisor and
others of scheduled events to ensure prompt and timely attendance.
Reschedules appointments when it is clear that the supervisor will not
be able to make all commitments. Contacts other personnel to attend
meetings in lieu of the supervisor, when necessary.
visitors and phone calls. Accurately determines the nature of the
request and refers callers to appropriate staff. Personally answers
routine and non-technical request for information and provides correct
information when routine procedural matters are involved.
Follows up on telephone conversations and takes appropriate steps to
ensure that necessary action is initiated and subsequently assures
that such action is completed as quickly as possible. Follows up and
assures proper execution of all commitments made and obligations
incurred in telephone conversations, personally make necessary
contacts with the officials and individuals concerned.
Responsible for ensuring that requests for action or information are
made known to responsible Office staff personnel who can satisfy the
request. Decides whether important or emergency matters should be
brought to the Supervisor's attention when absent, but
* Reads incoming publications, regulations, and
directives, which may be important to the activities of the staff.
Refers those of importance or interest to the Supervisor.
Receives requests from other organizations within the Department of
State for information concerning Office programs. From available
background data, assembles requested information or follows up to
ensure that staff members submit required answers within the specified
* Prepares regular and special records such as time and
attendance, leave, amount of classified material present in the
offices, etc. Prepares similar paperwork to ease the flow of work
through the office and provides the supervisor with current
information in readily accessible form.
* Receives and reviews
incoming mail, screening those items, which can be handled personally
and determines which items should be brought to the supervisor's
attention, forwarding the remainder to the staff for action. Reviews
outgoing mail for attachments, dates and signatures.
suspense records on all correspondence and action documents and
follows up to ensure a timely reply or action. The Administrator is
responsible for ensuring that all outgoing correspondence is in the
proper format and in conformance with office policy and in correct
* Makes travel arrangements based on
general travel intentions, known preferences of the traveler and in
accordance with appropriate travel regulations. Schedules
transportation and hotel/Government quarters reservations in a timely
manner. Notifies organizations and officials to be visited, keeps in
touch with the staff en-route, writing thank-you letters (as
appropriate) after the staff member's return. Effectively deals with
security issues. Accurately prepares travel orders and travel
* As requested, or on own initiative, makes careful and
exhaustive searches for information difficult to obtain, compiles
data, and makes preliminary analysis for the supervisor or other staff
officers as appropriate.
* Helps prepares correspondence, forms,
reports, cables or other documents, utilizing computer systems,
ensuring correct punctuation, capitalization, spelling, grammar, and
conformance to style. Secures passports and visas.
meetings and conferences. Selects time and location, notifies
participants, ensures that all required materials and services are
provided in a timely manner, attends the meetings and takes notes, and
prepare reports of the proceedings.
* Provides advice and
guidance to staff on applicable procedures, instructions and other
regulations to the clerical personnel assigned to the office.
Establishes and maintains office records of various types that may be
needed or will assist in the efficient operation of the office.
Ensures files have all pertinent documents and signatures. Accurately
purges files or performs other file disposition actions in accordance
with established procedures. Where appropriate, responsible for the
accurate receipt, control, logging, safekeeping, and necessary action
on all classified material received. Assists staff to utilize
appropriate system (unclass folders, Outlook, SharePoint, etc.) as
needed to store files and records.
* Requisitions office
supplies, printing support, and related materials, tracking needs and
soliciting office for input. Prepares and submits requisitions and
tracks requisitions for timely completion. Stores supplies and ensures
their adequate organization.
* Assists in preparation for move of
individual offices or entire office.
* Maintains and updates
staff lists including regular and emergency contact and related
* Books meeting space; escorts visitors.
Initiates Ariba procurement requests and similar actions.
Prepares and maintains onboarding and exit packages and checklists for
new and departing employees, respectively. Coordinate the
in-processing of new employees, establishing badging, building access,
E2 registration, email and computer access, business cards,
* Assists in the preparation of basic budget and obligation
documents and charts. Tracks clearance of budget and other documents
and office wide budget taskers as needed.
* U.S. Citizenship
* A Bachelor’s
degree from an accredited institution
* Zero to two years’
experience in a relevant field
* Knowledge of, and demonstrated
experience using, Microsoft Office Suite
* Knowledge of, and
skill in correct usage of, English grammar, spelling, punctuation,
capitalization, and style
* Demonstrated experience in the use of
the telephone and voicemail
* Demonstrated ability to communicate
effectively orally and in writing
* Demonstrated ability to
establish and maintain effective relationships
ability to provide customer service
* Demonstrated ability in
managing multiple concurrent activities of varying complexity,
including changing priorities and short turn-around times