INL/EX/IM Office Management Specialist

  • Job Tracking ID: 512454-753398
  • Job Location: Washington, DC
    Washington
  • Job Level: Any
  • Level of Education: Any
  • Job Type: Full-Time/Regular
  • Date Updated: May 26, 2021
  • Years of Experience: Any
  • Starting Date: ASAP



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Job Description:

IEA Corp., an EverWatch company is in search of a INL/EX/IM Office Management Specialist to support the Department of State remotely and some in office. This position does require a Secret clearance.

DUTIES & RESPONSIBILITIES
* Provide administrative and clerical assistance to the Division Chief, Team Leaders, and other INL/EXIM staff.
* Maintain the Division Chief’s calendar and make logistical arrangements for INL/EX/IM meetings as required; meet, clear, and escort visitors to INL/EX/IM
* Receive and make proper disposition of incoming telephone calls and respond to general telephone or voicemail inquires.
* Act as the timekeeper for the INL/EX/IM 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.
* Act as the initiator of purchase requests for the office; enter data, follow procurement procedures, and work with INL/EX/IM’s program officers, the INL procurement office, and the INL budget office on any outstanding issues.
* Act as main point of contact and travel arranger for all INL/EX/IM employees. Enter data in E2 solutions, work with approvers to have authorizations approved, liaise with Help Desk on software issues or travel questions, and complete travel vouchers for INL/EX/IM employees. Acquire and maintain knowledge of travel regulations and procedures.
* Interact with the IT Office to maintain a mobile device request log for INL/EX/IM 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 INL intranet homepage.
* Maintain INL/EX/IM’s central file system in accordance with Department of State’s policies and procedures.
* Assist with the logistical arrangements for meetings and special events as needed, including but not limited to award ceremonies, office events, seminars, or conferences.
* Conduct a mail run to other INL Offices daily or as needed.
* Ensure adequate supplies are available for the office and order new supplies when needed.
* Make arrangements for incoming INL/EX/IM staff, including securing IT logins, handling safe combinations, preparing door signs, distributing supplies, and other preparations.
* Follow up as needed with other INL offices on task orders related to office repairs, new equipment requests, movement of phones or computers, or other tasks.

Experience and Skills:

MINIMUM QUALIFICATIONS
* U.S. Citizenship.
* Bachelor’s degree from an accredited institution.
* 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.

*Active Secret security clearance

 

 

PREFERRED QUALIFICATIONS
* Familiarity with Department of State standardized document formats.

 

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.