NANA Regional Corporation Office Management Specialist in Washington, District Of Columbia

Office Management Specialist

Description

Tuvli is an agile and innovative technology company aggressively pursuing a leadership in dynamic markets that support the Department of Defense, Homeland Security and federal civilian agencies.

We continually seek motivated people with professional skills and work experience in an extremely wide range of employment fields—from systems engineering and modernization, to IT and cyber security to support personnel for virtually every business operation for today’s military installations. We are a military friendly employer that strongly encourages veterans to bring their relevant experience and expertise on board. What unites us is a passion to deliver the very best value to every Tuvli customer every day we’re on the job.

Under this task order, the contractor will independently provide services to support the mission of the U.S. Department of State, Bureau of Conflict and Stabilization Operations, The primary objective is to provide contractor services through performance of an Office Management Specialist in support of CSO mission and activities.

Job Duties:

The incumbent shall provide qualified personnel to perform the tasks listed below supporting the Directors and staff members in CSO:

  • Serves as primary support for the assigned Director(s); responsible for overall administrative support functions for these offices; maintains confidential and/or sensitive information.

  • Manages the paper clearance process for office, to ensure that the necessary staff has cleared in a timely manner; track all paper coming into or leaving the offices.

  • Manages the Director’s calendar.

  • Task appointment requests, briefing checklists (BCLs), and talking points. Researches and assembles background information. Ensure materials are received in advance for Director’s review.

  • Analyzes a wide variety of official correspondence, policy recommendations, reports, and other documents of a sensitive nature directed to the U.S. government principals for decision, clearance, or endorsement, and refers them to others for information or action in consultation with office management.

  • Facilitates arrangements for meetings and conferences (including reserving conference lines and rooms, drafting and circulating agendas, and arranging escorts for visitors in buildings), applying familiarity with the responsible officials' schedules, commitments, and areas of responsibility.

  • Attends regular and sensitive meetings to take notes, develop action items and tasks, and conduct subsequent follow up.

  • Keeps the Directors informed of the latest developments in matters that require their immediate and urgent attention, using phone, e-mail, and impromptu meetings to both receive and quickly transmit essential information.

  • Assist with reach back to deployed staff to include preparing pouch mail packages for overseas shipping and other associated duties.

  • Organize and maintain filing system and reference binders for Directors and perform other duties as requested.

  • Perform routine office tasks, including filing, photocopying, scanning, and transmitting messages.

  • Prepares official travel requests using approved department systems, obtain room reservations, initiates travel itinerary, per diem processing and prepare country clearance cable (if needed) when Directors plan to travel domestic or overseas.

  • Coordinates and collects Time and Attendance (T&A) report every pay period for assigned personnel and submits to the T&A Team leader/or backup staff.

  • Manage time and attendance for assigned personnel within the TATEL system. Assist with the investigation and resolution of discrepancies.

  • Prepares cables for transmission when requested.

  • Prepares or assists in the preparation and processing of:

o SF 182 Training Requests for staff;

o SF 1164 Reimbursement Request for staff

o DS 1838 Request for Personal Identification Card

  • Serve as Assistant Unit Security Officer to ensure safes are closed, computers are logged off, work areas are clear of classified documents, and coordinate with GSO to destroy classified documents as approved by management.

  • Advise the DAS and Directors on HR system access and utilization of Hiring Management Enterprise System (HMES), Global Employee Management System (GEMS), and the Self Service Portal.

  • Assist new staff members to ensure they receive critical information, process new hire paperwork, and coordinate equipment & security access.

  • Collaborate with HR to process personnel actions and resolve other administrative issues for staff.

  • Follow up administrative requests and other clerical functions for the offices.

  • Composes documents and spreadsheets to support travel budget, and organizes and maintains filing system and reference binders for Directors.

  • Assists in planning and logistics for social events, i.e. Annual Awards Ceremony, hail/farewell gatherings, and other occasions.

  • Attends support staff meetings as required including weekly "Week Ahead" planning meeting with FO to stay informed with office needs.

  • Serve as receptionist for all personnel entering office space. Escort non-CSO personnel to their appropriate points of contact. Unlock doors for individuals without badges. Submit requests to provide personnel access to card readers. Submit requests for GSO to repair faulty card readers. Field calls from entrance guards for non-CSO offices

  • Escort individuals, to include cleaning, maintenance, and other trade workers, as required per CSO Policy, security standards or directions of Task Manager, GTM, COR, or EX Director.

  • Although Position is primarily assigned to support above referenced Directors and Offices, it may become necessary for contractor to be reassigned to support other Directors or offices within CSO performing same or similar functions at the same level of effort.

  • Will service as back-up to other CSO OMS’s as needed.

  • Other duties as assigned by the Directors, GTM, or COR

Qualifications

MINIMUM QUALIFICATIONS:

  • The incumbent must possess highly developed written and oral communication skills.

  • Ability to learn and understand the views of the leadership to enable the incumbent to perform duties such as making associated decisions and preparing correspondence for those officials.

  • Ability to learn the Office's mission programs, goals, objectives, and substantive issues monitored by CSO as they relate to the overall administrative structure and processes of the Department.

  • Knowledge of and ability to use the most current Microsoft Office Suite, Word, Excel, PowerPoint, Access, SharePoint, and Outlook.

  • Has an active Secret clearance.

  • Has at least two (2) years of administrative or HR focused career path with experience.

  • BA degree.

Prospective employees will receive consideration without discrimination because of race, color, religion, creed, gender, national origin, age, disability, marital status, veteran status, sexual orientation, or any other legally protected status.

We are committed to Equal Employment Opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position please contact, Recruiting Services at job-assist@akima.com or 571-353-7053. Reasonable accommodation requests are considered on a case-by-case basis.

The dedicated email and telephonic options above are reserved only for individuals with disabilities needing accessibility assistance to apply to an open position using our website.

Please do not use the dedicated email or phone number above to inquire on the status of your job application.

We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted.

In order for our company to stay compliant with government regulations, please apply on line. Please DO NOT email resumes or call in lieu of applying online unless you have a physical and/or mental disability and need assistance with the online application.

Job: Office & Administrative Support

Primary Location: US-DC-Washington

Shift: Day Job

Req ID: TUV00907