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Q2IMPACT · 1 day ago

Office Management Specialist

Arlington, VA

Full-time

Onsite

Entry Level

1+ years exp

Q2IMPACT is a data-first organization known for delivering innovative solutions for government and development partners. The Office Management Specialist will ensure smooth operations within the U.S. Department of State’s Bureau of Political-Military Affairs, assisting with travel arrangements, timekeeping, and various administrative tasks.

ConsultingHumanitarianSecurity

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Assist PM/SA staff, including Contractor staff, to: obtain and transfer E2 accounts for office staff; visas, passports, and other documentation required for travel; initiate and process requests for travel authorization for all office staff, track authorizations to ensure airline tickets are purchased in a timely matter; complete travel vouchers and ensure accuracy; and assist with the preparation and submission of expense vouchers for local travel and expenses

Serve as a timekeeper for PM/SA staff using Web Tatel system, which includes the submission of bi-weekly time and attendance; presentation of the final report for each pay period including the appropriate signatures for approval; track compensatory time, over time, comp time for travel and troubleshoot discrepancies that arise for PM/SA staff (including Contractor staff)

Assist the Contracting Officer’s Representative (COR) in tracking Contractor time and leave in a separate tracker

Assist with the arrival of visitors for the PM/SA Director, and their movement through security screening

Escort cleaning and maintenance staff throughout office

Work with facilities management to maintain office and conference rooms

Maintain file documentation and storage according to Department policy, as stated in the Foreign Affairs Manual

Scans, faxes, and shreds correspondence as appropriate

Ensure continuous operation of office equipment (printers, fax, copier)

Prepare office correspondence and obtain proper approvals

Assist PM/SA with security clearances and building passes

Assist with records management consistent with best practices

Assist with onboarding of new or transferring personnel

Maintain office organizations charts, phone lists, and supplies

Maintain a list of desk locations, laptop, and desktop names, including Contractor staff

Assist with requesting and coordinating issuance and installation of information technology, including desk phones (secure and non-secure), mobile devices, laptops and desktops, docking stations, and other needs

Assist with set-up for office-wide meetings and/or GSO’s monthly learning events

Carries out special projects as needed and directed by the COR

Qualification

Administrative experienceMicrosoft OfficeData entryInterpersonal skillsCommunication skillsResearch skillsMulti-taskingProprietary applicationsEnglish proficiencyOrganizational skillsAttention to detail

Required

At least two (2) year college degree

One (1) to two (2) years in an administrative position within the federal government (preferably the U.S. Department of State)

Able to work independently

Strong research and organization skills

Strong interpersonal skills

Excellent oral and written communication skills

Able to handle multiple tasks simultaneously

Strong organizational skills and attention to detail

Ability to manage multiple ongoing tasks and processes simultaneously

Skilled in data entry and computer keyboard commands

Must be able to quickly learn how to use proprietary applications and systems for processing administrative requirements such as travel, time and attendance, and procurement

Able to use Microsoft Office programs including Outlook, Word, Excel, and PowerPoint

Must possess ability to compose and staff office correspondence

Proficient in English