Commonwealth Trading Partners, Inc. · 7 hours ago
Office Management Specialist
United States
Full-time
Remote
Entry Level
1+ years expCommonwealth Trading Partners, Inc. (CTP) is a privately held small business based in Herndon, VA, providing program management services for government and private clients. The Office Management Specialist (OMS) will ensure smooth operations for the U.S. Department of State’s Bureau of Political-Military Affairs (PM/SA) by managing travel arrangements, timekeeping, and assisting with various administrative tasks.
E-LearningManagement ConsultingStaffing AgencyTraining
No H1B
Security Clearance RequiredU.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
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
Preferred
Previous experience working within PM/SA
Bachelor's Degree
Benefits
Medical, Dental and Vision insurance
Short Term and Long-Term Disability insurance
Life Insurance
AD&D
Telework
Paid Time Off
Flexible Spending Account
Tuition Reimbursement
401K Retirement plan
Company
Commonwealth Trading Partners, Inc.
Global Trade & Security Solutions Excellence in the Public & Private Sector A proud V3-certified company ISOA Women, Peace, and Security Certified Company Since 1993, the experts at Commonwealth Trading Partners (CTP) have provided trade compliance and security-related services for public and private sector clients throughout the world.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Tom Fergus
CEO
Carol Leonard
CFO
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