Office Management Specialist

Overview

The Department of State’s Office to Monitor and Combat Trafficking in Persons (TIP) leads U.S. efforts to address modern slavery worldwide by promoting justice for survivors, holding perpetrators accountable, and reducing vulnerability to exploitation. Through diplomacy, policy coordination, foreign assistance, and international partnerships, the office advances a comprehensive strategy to eliminate trafficking. It also publishes the annual Trafficking in Persons Report, which assesses government responses around the world and offers tailored recommendations to drive progress.

Responsibilities

The Office Management Specialist delivers comprehensive administrative and operational support to ensure the smooth functioning of office activities and program execution. The candidate performs a variety of tasks that enhance internal coordination, document management, and stakeholder communication. Responsibilities include drafting reports and standard operating procedures, coordinating meetings, maintaining records, and supporting logistical and personnel-related needs.

• Prepares, analyzes, and assists in delivering administrative support to staff and management.
• Proofreads, edits, and standardizes documents.
• Coordinates and executes in-person and hybrid meetings and timely disseminates meeting details and relevant materials to all stakeholders.
• Drafts special analyses, reports, surveys, inquiries, and evaluations under the general direction and supervision of management.
• Provides general staff support for presentations, conferences, and programs.
• Prepares oral and written reports and presentations that present clear, concise, and effective analytical results of evaluations and studies.
• Drafts and evaluates standard operating procedures (SOP); presents ideas and recommendations for new SOPs.
• Assists with drafting and clearing a variety of documents, including Action and Decision Memos, Funding Opportunity Notices, and Congressional Notifications.
• Makes significant recommendations for improved work methods, records and files management processes, procedures for administering administrative services, guidelines, and procedures.
• Provides administrative assistance to managers, supervisors, and employees on matters pertaining to travel, professional development training, time and attendance, equipment, supplies, office space, telecommunications, and general logistics support.
• Tracks and oversees proper file retention and destruction practices related to federal records.
• Routinely updates SharePoint site, shared drive, databases, and other relevant filing systems with federal records.
  
  

Qualifications

Skills/Qualifications: The Office Management Specialist requires strong attention to detail, organizational skills, and the ability to manage multiple responsibilities in a dynamic environment. The position also requires the ability to provide excellent customer service and demonstrate strong organizational, interpersonal, and analytical skills. The role requires effective communication both orally and in writing, assisting with the day-to-day administrative management of TIP, and working collaboratively with others to establish positive interpersonal relationships. The incumbent must be proficient in Microsoft Office software and other specialized software programs, complete assigned tasks on the computer, and reconcile discrepancies in data and information to ensure accuracy. Maintaining accuracy and attention to detail while managing multiple work assignments and remaining professional when communicating with internal and external stakeholders are also essential requirements of the position. The Office Management Specialist participates in routine and recurring meetings and drafts status reports for management to identify action items and report on their status until completion. The incumbent also provides routine status updates on tasks in an electronic format to be reviewed by management. These updates should reflect the status of tasks, initiatives, and project plans.

Education and Experience:

• High School Diploma
• 2 years of administrative and operations management experience.
  
  

Clearance Requirement: Secret clearance required. Must be a U.S. citizen.

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• Ability to perform repetitive motions with the hands, wrists, and fingers.
• Ability to engage in and follow audible communications in emergency situations.
• Ability to sit for prolonged periods at a desk and working on a computer.
  
  

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market rates commensurate with multiple factors, including but not limited to the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation rate for this position is $80,000 - $90,000 annually. The salary range displayed represents the typical rate for this position and is just one component of Nakupuna Companies total compensation package for employees