Office Administrative Support Specialist

Overview

Under this task order, the Contractor shall provide services in support of the Office of the Executive Director for the Bureau of Oceans and International Environmental and Scientific Affairs (OES-DRL/EX). These positions are located in Washington, D.C.

These positions are located in the Office of The Executive Director, Bureau of Oceans and International Environmental and Scientific Affairs (OES-DRL/EX). OES-DRL/EX provides extensive management, administrative, general services, procurement, financial, security, emergency planning, and information technology services to the Bureau of Oceans and International Environmental and Scientific Affairs (OES), the Bureau of Democracy, Human Rights and Labor (DRL), the Office of the Science and Technology Advisor to the Secretary (E/STAS), the Office of International Religious Freedom (J/IRF), and the Office of the Special Envoy to Monitor and Combat Anti-Semitism (J/SEAS).

Responsibilities

• Perform management and/or program support work, such as planning, research, analysis, correspondence control, communication, and/or liaison responsibilities
• Arrange meetings including setting up conference rooms and/or virtual meeting platforms.
• Coordinate with counterparts to track and monitor correspondence within the office and bureaus, as necessary.
• Ensure the quality and timeliness of written products drafted within office and bureaus by providing guidance, enforcing deadlines, and reviewing for format, style, coherence, accuracy, content, and clearances. Makes necessary corrections or returns documents to originator for changes.
• Advise office and bureau personnel of overdue action items, upcoming deadlines, priority of issues, format and procedures for processing documentation.
• Respond to inquiries from both within and outside OES-DRL/EX concerning the status, location, subject matter, and deadlines of documents and taskers.
• Determine the feasibility of meeting deadlines on specific documents and notifying originator if an extension is required. Takes action to avoid, minimize, or eliminate these problems in the short and long-term.
• Oversee the office’s schedule and day-to-day plans for the Executive Director and Deputy Executive Directors.
• Coordinate and collect Time and Attendance (T&A) report every pay period for all Civil Service, Foreign Service, and PSCs in the bureau, maintain backup files of time and attendance in accordance with records management principles, and submit to the T&A Team leader/or backup staff.
• Perform duties as an alternate Unit Security Officer in accordance with Department Policy and Regulations under the direction of the Bureau Security Officer.
• Arrange appointments for the Executive Director and Deputy Executive Directors that include courtesy calls, conferences, and scheduled meetings with their counterparts in the Department of State, National Security Staff, and similarly positioned executives in other federal agencies, non-governmental organizations, foreign governments, and the private sector.
• Oversee records and ensure office-level system compliance regarding records scheduling, management, and disposition with Federal regulations as set forth by the National Archives and Records Administration (NARA) liaisons within the Department.
• Plan, organize, and implement all necessary pre-departure domestic and international travel arrangements for the Executive Director and Deputy Executive Directors. Obtain all necessary country clearances from post in host countries, visas, ground and air transportation, and lodging as required.
• Send and receive office correspondence in accordance with Bureau guidelines and standards.

Qualifications

The Office Administrator shall possess full working knowledge of the following:

• Microsoft Office software applications: Word, Outlook, Excel, and PowerPoint.
• Knowledge of Department of State applications such as E2 Travel Solutions, TATEL, GEMS, and MyData is highly desirable.
• Secret Security Clearance