What are the responsibilities and job description for the Office Management Specialist position at HunaTek?
HunaTek is seeking an Office Manager to assist with management and organization of office operations. He/She will evaluate office production, update procedures, or devise new forms to improve efficiency of workflow. Establishes uniform correspondence procedures and style practices. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
Essential Job Functions
At HunaTek, we build teams of people from all backgrounds with varying levels of experience, knowing firsthand that diversity of thought will strengthen our ability to deliver for our customers. We work hand in hand with Federal civilian and military staff, pulling together to further the interests of our nation and home and abroad.
Whenever possible, we provide opportunities for our employees to learn new skills, obtain certifications, attend industry events, and have some fun together.
Our Benefits
We offer a comprehensive benefits package designed to make sure our employees and their families have access to good health care, are insured against catastrophic health events, can put money aside for retirement and are able to maintain a healthy work-life balance. These benefits include:
Equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities.
Essential Job Functions
- Providing support to the Bureau of African Affairs Front Office principals, including calendar management and scheduling for special events and travel.
- Monitors clerical, administrative and secretarial responsibilities, and task among office staff
- Allocation of resources to enable task performance.
- Work with the Africa Bureau Executive Support Office to enhance all areas of office support.
- Serve as the assistant office information manager by arranging and scheduling meetings or appointments, organizing and preserving paper and computer files, managing special projects, handling travel arrangements, performing research, and distributing information with telephones, mail and email.
- Must be able to represent the front office with tact and diplomacy while making sure requirements are met.
- Be prepared to disseminate information, coordinating mailings, proofreading documents, etc.
- Coordinating agendas, trip books and other critical correspondence.
- Receiving and handling information for distribution to staff
- Coordinate office staff activities to ensure maximum efficiency.
- Organize orientation and training of new staff members.
- Coach office staff on admin procedures
- Design and implement filing systems.
- Establish and monitor procedures for record keeping.
- Ensure security and confidentiality of data.
- Design and implement office policies and procedures.
- Ensure office policies and procedures are being adhered to
- Analyze and monitor internal processes.
- Review and approve office supply acquisitions.
- Maintain a safe and secure working environment.
- Handle internal office inquiries.
- Manage internal staff relations
- US Citizenship
- Top Secret clearance
- Minimum Education: High School Graduate or equivalent
- Minimum Years’ Experience: 4 years or more
- Proficient in Microsoft Office Suite
- Possess strong multi-tasking and organizational skills
- Strong interpersonal and customer service skills
- Demonstrated written and oral communications skills
- Ability to handle complexity and highly detailed responsibilities
- Experience and ability to work and interact with others and provide excellent customer service
- Ability to prioritize work and make decisions
- Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times
At HunaTek, we build teams of people from all backgrounds with varying levels of experience, knowing firsthand that diversity of thought will strengthen our ability to deliver for our customers. We work hand in hand with Federal civilian and military staff, pulling together to further the interests of our nation and home and abroad.
Whenever possible, we provide opportunities for our employees to learn new skills, obtain certifications, attend industry events, and have some fun together.
Our Benefits
We offer a comprehensive benefits package designed to make sure our employees and their families have access to good health care, are insured against catastrophic health events, can put money aside for retirement and are able to maintain a healthy work-life balance. These benefits include:
- Comprehensive medical, dental and vision
- Long-term and short-term disability insurance and term life insurance
- 401(K) with safe harbor contribution
- Paid time off and 11 paid holidays
- Tuition and career development assistance
- A selection of voluntary benefits
Equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities.