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One Federal Solution · 1 month ago

Office Management Specialist

Washington, DC

Full-time

Onsite

Entry Level

1+ years exp

One Federal Solution (OFS) is an innovative Professional Services provider with over 20 years of experience supporting Defense and Civilian agencies. They are seeking a highly professional, detail-oriented Office Management Specialist to manage critical administrative tasks and ensure the office operates with efficiency, integrity, and excellence.

Information ServicesInformation TechnologySecurity

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Manage administrative functions, reception duties, and escort guests as needed

Monitor incoming and outgoing Red Border, Congressional, and general correspondence for clearance using OCS' Executive Tasking Site (ETS)

Proofread and review all outgoing correspondence (including S/S, White House, Congressional, and routine documents) for completeness, proper formatting, and required clearances prior to signature or approval by the immediate Government manager

Read and distribute incoming correspondence to appropriate action officers, ensuring timely paper flow and proper routing for expeditious handling

Review all outgoing documents requiring signature or clearance for format, accuracy, neatness, TAGS, priority designation, and compliance with policy; return non-conforming items to originators for correction

Serve as time and attendance coordinator for the immediate Government manager and staff

Arrange domestic and international travel for the immediate Government manager and office staff, including preparing travel vouchers, obtaining country clearances, booking hotels, securing tickets, passports, visas, and itineraries

Establish and maintain organized filing systems to ensure materials are readily retrievable

Locate and compile background information for correspondence, meetings, and briefings

Update and maintain public information resources, ensuring accessibility and accuracy

Liaise with officers and utilize web-based resources to provide and maintain updated public information

Coordinate logistics for meetings and conferences

Receive and manage all telephone calls and visitors for the immediate section, determining the nature of inquiries and referring them appropriately to expedite responses

Make outgoing calls and handle incoming calls as required

Perform general office support duties, including maintaining office supplies, printing, faxing, and copying materials

Exercise sensitivity and discretion when handling calls from Members of Congress, media representatives, or the public with special concerns

Maintain the Government manager's calendar, scheduling and rescheduling meetings, advising on commitments, and providing background materials for upcoming engagements

Serve as liaison between the Government manager and staff, ensuring communication of commitments, procedural changes, and requirements

Perform other tasks, assignments, and duties as directed by the immediate Government manager

Manage day-to-day office operations and administrative functions with a high degree of professionalism

Prepare and edit official documents, including letters, memorandums, briefing papers, and speeches, ensuring accuracy and adherence to organizational standards

Coordinate schedules, meetings, and travel arrangements for senior staff

Serve as a trusted liaison for internal and external stakeholders, always maintaining confidentiality and professionalism

Support special projects and initiatives requiring strong organizational and communication skills

Qualification

Microsoft Office SuiteOffice management experienceOrganizational skillsCommunication skillsCustomer service skillsProfessionalismInterpersonal skillsTime-management skills

Required

High School Diploma and one (1) year of experience in a similar administrative or office management role

Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, SharePoint, Outlook)

Ability to accurately type final forms of official documents, including those destined for senior leadership, the White House, and Members of Congress

Demonstrated professional business acumen, including: Excellent organizational and time-management skills

Strong written and verbal communication abilities

Outstanding customer service and interpersonal skills

Ability to maintain composure and professionalism under pressure