Office Management Specialist

Office Management Specialist (INL) Location District of Columbia, Washington Department BUSINESS DEVELOPMENT Employment Duration Full Time The Celestar Corporation has been issued an IMMEDIATE Task Order to provide support to the Department of State Bureau of International Narcotics and Law Enforcement Affairs (INL). As a result, we're looking for an Office Management Specialist (INL) who will be seated in Washington, DC. If interested and qualified, we welcome you to post for this challenging opportunity. SECURITY CLEARANCE: A Secret security clearance is required for this position; however, the contractor may begin work with an interim Secret security clearance. PERIOD OF PERFORMANCE: The period of performance for this order will be one (01) year from the date of award with the option to exercise four (04) one-year option periods, subject to performance, need, and funding. The INL Contracting Officer (CO) will notify the Vendor of the Government's intent to exercise an option prior to the end of each performance period in accordance with FAR 52.217-9. BACKGROUND The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President's principal foreign policy advisor. The Department of State's mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous, and secure world. The Bureau of International Narcotics and Law Enforcement Affairs (INL) keeps Americans safe at home by countering international crime, illegal drugs, and instability abroad. INL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systems. These efforts reduce the amount of crime and illegal drugs reaching U.S. shores. The Office of Europe and Asia (INL/EA) is part of the INL Bureau led by an Office Director and includes more than fifty-five (55) full-time staff across two Divisions (Europe Division and Asia Division). INL/EA provides policy guidance and develops, executes, and monitors programs to address the full range of criminal justice issues as they relate to countering transnational crime, illegal drugs, and instability in Europe and Asia. As one of two Office Management Specialists (OMS) in INL/EA, the incumbent is an essential member of the INL/EA Team, providing primary administrative support for the Europe Division with backstopping support for the Asia Division. REPORTING & RELATIONSHIPS The contractor will report to his/her contracting company and will receive direction from the CO, Contracting Officer's Representative (COR), and/or Government Technical Monitor (GTM). POSITION DESCRIPTION The incumbent will provide administrative support for INL/EA, particularly the Office Director, the Europe Division Chief, and three Team Leads, as well as broad-based administrative support to the Europe Division staff. The OMS will also work closely with the other INL/EA OMS and provide backstopping support to the Asia Division. LEVEL OF EFFORT Hours for the position will be the core hours of the Department of State: Monday through Friday, 40 hours per week, 8 hours per day. The level of effort for this position is equivalent to a Senior Office Administrator. TELEWORK ( DOMESTIC ONLY ) This position has been designated for telework on a situational basis and must be authorized in advanced by INL/EA Office Director or his/her designee, the INL Contracting Officer (CO), and Contract ng Officer's Representative (COR) in accordance with Department of State and INL policies. SUPPLEMENTAL HOURS Supplemental hours for this position are authorized in accordance with the award and shall not exceed the designated ceiling. PHYSICAL LOCATION The physical work location is the INL/EA office at State Annex 1 (SA-01), Columbia Plaza, 2401 E St. NW, Washington, DC. GOVERNMENT FURNISHED EQUIPMENT DOS will provide office space, computer, phone, and other required equipment and supplies necessary to complete all job requirements. DOS will own and maintain all government furnished property. TRAVEL Travel is authorized for this position in accordance with the award and shall not exceed the designated ceiling. TRAINING This BPA Call provides for mandatory training for Department of State-specific equipment, systems, and processes (reference 13 FAM 300 Agency Mandated Training), which shall be completed promptly and in accordance with Department policy. These trainings do not require INL Contracting Officer (CO) approval. Travel related training (i.e. FACT (CT650), HTSOS-C etc.), may be required, if applicable. The Contractor's Program Manager (PM) shall coordinate with INL/EX/GAPP to determine if applicable and if INL CO's approval is required prior. All other training requires INL CO approval. DUTIES AND RESPONSIBILITIES
• Generally, supports the Senior Foreign Service Office Director, Europe Division Chief, and three (03) Europe Team Leads, including scheduling, travel, logistical, and associated administrative support.
• Keeps office calendar up to date; schedules and makes logistical arrangements for meetings, including space, time, etc., and notify people who are to attend; meets, clears, and escorts visitors.
• Receive and screen incoming telephone calls and visitors. Answer questions regarding administrative and non-technical matters, takes notes and prepare memos, production requests, etc.
• Make travel arrangements based on general travel intentions, known preferences of the traveler, and in accordance with appropriate travel regulations. Initiate and advise on staff travel authorizations and vouchers. Monitor authorization and voucher processing through payment system. Advise staff members on proper travel policies and procedures. Demonstrate initiative and good judgment in making arrangements on short notice.
• Accurately prepare travel orders, travel vouchers, country clearances, and visa request letters for submission. Obtain passport/visas from embassies.
• Initiates procurement and supply requests for the office.
• Makes arrangements for incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and other preparations.
• Initiates and follow up as needed with other INL offices related to office repairs, new equipment, movement of phones or computers, and other tasks.
• Prepares and review outgoing correspondence, forms, reports, cables, and other documents. Ensure correct usage of punctuation, capitalization, spelling, grammar, and conformance to style.
• Finalize INL Front Office documents, secure the Office Director's signature and deliver to the Front Office. Properly file, save, and/or shred documents/records.
• Establish and maintain an accurate Employee Master Time and Attendance Record for each assigned employee on a bi-weekly basis. Ensure each pay record is supported by appropriate documentation. Advise staff members on time and attendance policies and procedures. Ensure data is timely and accurately submitted to the National Finance Center. Serve as liaison with the Human Resources Branch staff in resolving time and attendance discrepancies. Lock all Time and Attendance material in an area away from general contact with other employees.
• Update country portfolio and contact lists for the office and the INL intranet.
• Assist INL/EA staff with IT requests, including Enterprise Mobile Devices.
• Provide advice and guidance to staff on applicable procedures, instructions, and other regulations pertaining to administrative matters.
• Establish and maintain records of various types that may be needed or will assist in the efficient operation of the office. Ensure files have all pertinent documents and signatures.
• Aids in requisitioning office supplies, printing support, and related materials.
• Maintain and accurately update file system in accordance with Department of State policies and procedures to enable quick and efficient retrieval of information. Accurately purge files or perform 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. Receive and read incoming mail, including correspondence, reports, and instructions. Screen out items that the incumbent is authorized to handle and forward the rest together with necessary background material to the appropriate staff members working on the projects. MINIMUM QUALIFICATIONS
• U.S. Citizen;
• A Bachelor's degree from an accredited institution or four (04) years of experience at the GS-11 equivalent or higher.
• Demonstrated ability to communication effectively orally and in writing;
• Demonstrated ability to provide excellent customer service;
• Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times.
• Knowledge of, and demonstrated experience using, Microsoft Office Suite;
• Knowledge of, and skill in correct usage of, English grammar, spelling, punctuation, capitalization, and style; and,
• Demonstrated experience in the use of the telephone and voicemail. PREFERRED QUALIFICATION
• Demonstrated familiarity with E2, TATEL, and the SMART system.
• Demonstrated experience working for or alongside the International Narcotics and Law Enforcement bureau with the Department of State. IMPORTANT NOTE: This is a Best Athlete Selection Process. With this in mind, please ensure that the required and/or desired experience is reflected on your resume to receive fair and competitive consideration. Come onboard with a company that Values its Employees. Celestar, a Veteran Owned Company, is Very Competitive with Salaries and Benefits. As an example, we offer Company Paid Benefits that include Employee and Family Dental Insurance, Employee Health Insurance, Life Insurance