Welcome to Universal Strategy Group Inc (USGI)! USGI is a Service-Disabled Veteran Owned Small Business. USGI was founded in 2007 with the single focus of preserving and promoting American security. Our mission is to provide the best-in-class personnel who provide tailored analytical, operational, and technical solutions to our Nation's most complex national security challenges while exceeding customer expectations. USGI is committed to recruiting, nurturing, and retaining top talent that set us apart from our competition. USGI is an experienced, team-oriented, dynamic, and expanding company that values exceptional performance! USGI understands that well-cared for and motivated personnel are the key to the successful accomplishment of any mission, and toward that end, USGI takes exceptional care of our team. USGI is seeking a Senior Office Administrator. 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. INL’s Office of Knowledge Management (KM) leads the bureau’s efforts to be a learning organization by providing technical assistance, training, and knowledge of effective criminal justice sector reform assistance and policy. KM translates INL and external expertise into training, policy, guidance tools, and resources for INL staff. KM has three divisions: Continuing Education and Training; Division of Design and Learning (KM/DDL); and the Technical Advisory Division. This position is based in KM/DDL but supports all of KM. DUTIES AND RESPONSIBILITIES * Based on a thorough knowledge of the responsibilities of the Director and the office, the Administrator performs a variety of duties, which relieve the supervisor of administrative details and assists in the discharge of these responsibilities.
* Prepares 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 office.
* 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.
* Receives 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 accessible.
* 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 time.
* Prepares regular and special records such as 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.
* Maintains 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 grammatical composition.
* 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 vouchers.
* 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.
* Schedules 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 prepares 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.
* Requisitions office supplies, printing support, and related materials. Prepares and submits requisitions and tracks requisitions for timely completion.
MINIMUM QUALIFICATIONS * U.S. Citizenship
* A Bachelor’s degree from an accredited institution or four (04) years of experience at the GS-11 equivalent or higher
* Demonstrated ability to communicate 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
* Active Secret security clearance but can begin work with an interim Secret security clearance
POSITION HOURS/LOCATION: 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 physical work location is the INL/KM/DDL office at State Annex 1 (SA-01), Columbia Plaza, 2401 E St. NW, Washington, DC. TELEWORK This position has been designated as 80% telework and will require the incumbent to report to the physical work location twice per federal government pay period. This designation does not guarantee telework privileges for the contractor employee; INL reserves the right to expand the requirement for in-person presence at the physical work location if the contractor employee is unable to successfully perform the duties and responsibilities of the position remotely. INL may also require the incumbent to report to the physical work location additional days within a pay period as required to support office or program needs. Telework must be authorized in advance by the INL/KM/DDL Office Director, INL Contracting Officer (CO), and Contracting Officer’s Representative (COR), in accordance with Department of State and INL policies. USGI offers a competitive salary and comprehensive benefits including health, dental and vision benefits, life insurance, AD&D, short and long-term disability insurance, 401(k) plan with company match, plus generous PTO offerings to include vacation/sick days, bereavement leave, and 11 paid Federal holidays. USGI is an equal opportunity employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.