Job Details

Secretary/Office Management Specialist

Work Location: Washington, DC

Kwáan Tech is seeking a Secretary/Office Management Specialist to join our team in support of the US Department of State (DOS).

Core Duties:

The DOS Office of the Coordinator for U.S. Assistance to Europe and Eurasia’s Ukraine Unit/Division seeks a Secretary/Office Management Specialist to coordinate and manage a wide range of administrative, operational, and technical program support functions that facilitate the overall efficiency and effectiveness of the unit and other units within the office.

• Supports collaboration and coordination of ACE’s role in coordinating foreign assistance to Europe, Eurasia, and Central Asia in order to help ACE reach its foreign policy objectives
• Maintains and certifies time and attendance records for employees in the office/section
• Provides administrative oversight of office budgets (vouchers, travel expenses, etc.)
• Escorts uncleared visitors and personnel in security-restricted areas
• Supports accuracy of documents and needed revisions within the office and between units
• Facilitates connections between key stakeholders, visitors, and internal/external officials; virtually or in-person
• Works on administrative and operational matters, or programmatic areas within the assigned area of responsibility
• Attends meetings, takes notes, and reviews administrative documents
• Prepares written materials and/or routing of material of documents for reviews and responds to correspondence
• Routes official communication to the appropriate points of contact
• Proofreads and edits documents for accuracy, formatting, clearances, style, and compliance with regulations
• Prepares and enhances documents, presentations, reports, memos, emails, and other forms of official communication
• Conducts special projects and/or collaborates on special projects, as assigned
• Manages and plans schedules, arranges meetings, conferences, and VIP escorts/visits/events
• Makes travel arrangements and processes expense vouchers
• Makes and receives calls on behalf of other employees
• Aids in troubleshooting and resolving basic IT issues, to include hardware and software support in coordination with the office Administrative Officer and other Office Management Specialists/Administrative Assistants
• Developing and implementing administrative procedures
• Assists with office software and helps resolve computer-related problems as first line of support, including proactively learning new systems and changes
• Overseas Travel may be needed

Requirements:

• Associate or Bachelor’s degree
• Over 5 (five) years’ experience, education, and/or training of administrative and/or managements skills, abilities, managing schedules/calendars, booking, and coordinating travel and vouchers
• Must adhere to high standards of integrity, dependability, attention to detail, teamwork
• Knowledge at the Microsoft Office Specialist level in Microsoft Office, Word, Excel, and PowerPoint, Access, or SharePoint, in order to perform tasks assigned and troubleshoot information technology issues
• Experience coordinating and tracking documents/papers and complex processes
• Strong organizational, communication, interpersonal, and computer skills
• Ability to manage multiple tasks, coordinate multiple activities, and act decisively in daily work
• Ability to work independently to assess priorities and manage daily coordination of details with minimal supervision
• Excellent writing, speaking, and research skills to independently produce/prepared authoritative documents under tight deadlines for consideration by senior officials
• Must have an Active Secret Security Clearance

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