Office Management Specialist II (WHP) with Security Clearance

OFFICE MANAGER SPECIALIST II Welcome to Universal Strategy Group Inc (USGI)! USGI is a Service-Disabled Veteran Owned Small Business. USGI was founded in 2007 with the single focus of preserving and promoting American security. Our mission is to provide the best-in-class personnel who provide tailored analytical, operational, and technical solutions to our Nation’s most complex national security challenges while exceeding customer expectations. USGI is committed to recruiting, nurturing, and retaining top talent that set us apart from our competition. USGI is an experienced, team-oriented, dynamic, and expanding company that values exceptional performance! USGI understands that well-cared for and motivated personnel are the key to the successful accomplishment of any mission, and toward that end, USGI takes exceptional care of our team. USGI is seeking an Office Manager Specialist II to provide day-to-day support to INL/WHP management as well as additional INL/WHP staff. 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. The Bureau of International Narcotics and Law Enforcement Affairs (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 Office of Western Hemisphere Programs (INL/WHP) oversees more than half a billion dollars in annual foreign assistance programming in more than 25 countries. INL/WHP directly supports multiple Administration and congressional priorities, including countering corruption, combatting the opioid epidemic, combatting transnational criminal organizations (TCOs), and addressing security and governance- related drivers of migration. The position incumbent will provide day-to-day support to INL/WHP management as well as additional INL/WHP staff. DUTIES AND RESPONSIBILITIES * Supports INL/WHP office and office director, and division chiefs. * Assist with keeping office, Office Director and Division Chiefs calendars up to date; makes logistical arrangements for meetings; meets, clears, and escorts visitors. * Assists lead OMS in general office duties.
* 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. * 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 Division Chiefs 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.
* Other duties as assigned.
MINIMUM QUALIFICATIONS * U.S. Citizen or legal U.S. resident
* Bachelor’s degree from an accredited institution * Two to four years’ experience in relevant fields
* 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 * Proven knowledge of federal policies and procedures
* Ability to communicate effectively, both orally and in writing, with a wide range of players
PREFERRED QUALIFICATIONS * Demonstrated proficiency in computer and web-based applications, including, 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
* Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role
* 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 is highly desirable
CLEARANCE: A Secret security clearance is required for this position; work may begin with an interim Secret security clearance. POSITION HOURS/LOCATION: Hours for this full-time position will be the core hours of INL/WHP: Monday through Friday, 40 hours per week, 8 hours per day. The physical work location is the INL/WHP offices located in State Annex -1, Columbia Plaza, 2401 E St. NW, Washington, D.C. TELEWORK This is a hybrid position that allows for a combination of in-office presence and regular telework. The incumbent’s actual in-office and telework schedule will be determined by the COR and CO, based on INL policy of the total numbers per pay period/week, and is subject to change. USGI offers a competitive salary and comprehensive benefits including health, dental and vision benefits, life insurance, AD&D, short and long-term disability insurance, 401(k) plan with company match, plus generous PTO offerings to include vacation/sick days, bereavement leave, and 11 paid Federal holidays. USGI is an equal opportunity employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.