Office Management Specialist (INL) Location District of Columbia, Washington Department RECRUITING Employment Duration Full Time The Celestar Corporation has been issued anIMMEDIATETask 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 aOffice Management Specialistwho will be seated inWashington, DC. If interested and qualified, we welcome you to post for this challenging opportunity. SECURITY CLEARANCE: A Secret security clearance is required for the position; however, the Contractor can begin work with an interim Secret clearance 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. 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 Executive Office, Grants, Acquisitions and Procurement Policy Division oversees the implementing mechanisms required to advance the Bureau's foreign assistance objectives. INL/EX/GAPP includes the following sections: Bilateral Letters of Agreement (LOA's) and Inter-Agency Agreements (IAAs), which consists of Analysts with regional and functional portfolios providing analytical and subject matter expertise related to development, formulation and oversight; Grants, which includes Grants Officers (GO) and Specialists with regional and functional portfolios executing Federal Assistance awards to provide funding opportunities for grants and cooperative agreements, in addition to executing property and travel grants; and Contracts, consisting of Contracting Officers (CO) and Specialists providing a variety of services pertaining to the planning, development and execution of service and commodity contracts, as well as Third Party Contracts (TPCs) and Personal Service Contracts (PSCs). LEVEL OF EFFORT Hours for this full-time position will be the core hours of Department of State: Monday through Friday, 40 hours per week, 8 hours per day. TELEWORK This designation does not guarantee telework privileges for the contractor employee; however it may be situational. 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. 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. CLEARANCE REQUIREMENT The Secret clearance is required for this position; however, the contractor may begin work with an interim Secret security clearance. LOCATION
The physicalworklocation is the INL/EX/GAPP Suite in State Annex (SA-01), Columbia Plaza, 2401 E St. NW, Washington, D.C. TRAVEL
Travel is authorized in accordance with the award. TRAINING
Mandatory training provided for DOS-specific equipment, systems, and processes (reference 13 FAM 300 Agency Mandated Training), which shall be completed promptly and in accordance with Department policy. Travel related training may be required, if applicable. DUTIES AND RESPONSIBILITIES • Supports INL/WHP office and office director.
• Keeps office and Office Director calendars up-to-date; makes logistical arrangements for meetings; meets, clears, and escorts visitors.
• Makes and receives telephone calls; directs inquiries to appropriate staff.
• Completes time and attendance requirements for the office.
• Ensures adequate supplies are available for the office and aids in requesting new supplies when needed; initiates procurement requests for the office. Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act. See FAR 3.104 SBU - CONTRACTING AND ACQUISITIONS
• Makes travel arrangements; maintains travel log while staff is on travel; submits travel vouchers upon completion of travel; maintains familiarity with travel regulations to facilitate approvals.
• Coordinates onboarding of incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and preparing onboarding materials.
• Coordinates with other INL offices on tasks related to office repairs, new equipment requests, movement of phones or computers, and others.
• Assists in tracking office deadlines to meet required taskers for bureau and department leadership.
• Schedules meetings, appointments, calls, and conferences in accordance with INL/WHP management instructions. Ensures preparatory materials reach INL/WHP management in advance of events. Reschedules appointments when it is clear that WHP Director or Deputy will not be able to make a commitment.
• Follows up on email inquiries and telephone conversations and takes appropriate steps to ensure that necessary action is completed as quickly as possible.
• Aids in preparing correspondence. Maintains suspense records on all correspondence and action documents and follow up to ensure a timely reply or action.
• Schedules large meetings and conferences; selects time and location, notifies participants, coordinates escorts and arrival, ensures that all requirement materials and services are provided in a timely manner, attends meetings and takes notes, and prepares reports of the proceedings.
• Serves as the office records management point of contact, providing updates to the INL/WHP SharePoint site as needed and ensuring appropriate records filing practices, consistent with Department and Bureau guidelines.
• Serves as note-taker for meetings as required.
• Completes services considered closely associated to inherently governmental activities, including but not limited to the following: a. Work in a situation that permits or might permit access to confidential business information or other sensitive information (Other than situations covered by the National Industrial Security Program described in FAR 4.402(b)). b. Dissemination of information regarding agency policies or regulations, such as conducting community relations campaigns, or conducting agency training courses. MINIMUM QUALIFICATIONS • U.S. Citizen. • A Bachelor's degree from an accredited institution and two to ten years' experience at the equivalent GS-12 or higher level; or an Associate's degree from an accredited institution and a minimum of ten years' experience at the equivalent GS-12 or higher level; • At least eight years' experience in relevant field;
• Knowledge of, and demonstrated experience using, Microsoft Office Suite;
• Knowledge of, and skill in, correct usage of English grammar, spelling, punctuation, capitalization, and style;
• Demonstrated experience in the use of the telephone and voicemail; PREFERRED QUALIFICATIONS • Active security clearance or have held an active security clearance within the last 12 months from date of solicitation. • Demonstrated proficiency in computer and web-based applications, including Microsoft Office Suite, SharePoint, Adobe Acrobat, WebEx, and Google Meet. • Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, with changing priorities and short turn-around times. • Demonstrated ability to provide excellent customer service. Ability to communicate effectively, both orally and in writing, with a wide range of stakeholders. • Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role. • Prior demonstrated executive-level administrative and business process experience. • Proven record of contributing to the efficient functioning and sound organization of an office or work unit and experience applying regulations and/or policies to guide work in an office setting. • Familiarity with Department of State systems such as TATEL and E2 and with State Department formats. • Spanish language proficiency. 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. We also offer a 401k retirement company match, paid Holidays and Personal Time Off. Celestar is an Equal Opportunity/Affirmative Action Employer.All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, protected veteran status, disability status, gender identity or national origin.