This is a non-personal services contract to provide Administrative, Analyst and Advisor Services that shall support the Bureau of European and Eurasian Affairs. The United States Government shall not exercise any supervision or control over contractor personnel, who are the service providers performing the services described herein. The contracted service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.
The incumbent’s primary duties are to provide clerical support to the Office Directors in the Bureau of European and Eurasian Affairs. The incumbent’s ability to perform adequately is based on a thorough knowledge of the responsibilities, the organizations of the office, and the nature of projects and their relation to the overall mission of the Department.
Job Duties:
- Answering telephone calls and receiving/meeting/escorting visitors, referring to appropriate staff members, if necessary;
- Setting up appointments, meetings and arranging for conference rooms through the Departments conference room reservation (Reserve!T) platform;
- Managing files and records, preparing files, folders and other federal records for archiving or disposal based on the Departments records disposition schedule;
- Scanning equipment
- Preparing and routing documents (reports, correspondence, memoranda, cables, diplomatic notes, etc.)
- Downloading materials from the computer, the internet and the intranet;
- Sending and retrieving materials by facsimile;
- Delivering and/ or coordinating picking up materials and packages;
- Copying and collating documents and other materials;
- Preparing Time and Attendance into the Departments electronic submission system (WEB TATEL)
- Preparing travel orders and handling travel arrangements in E2 Solutions;
- Preparing travel, taxi and other vouchers;
- Prepare documents to request diplomatic passports for staff members. Obtain Visas for travelers in a timely manner, either through the Passport Office or hand-carried
- Drafting country clearance requests the Departments (myServices) system
- Serving as the first point of contact for Share Point sites and update program office SharePoint Bureau page and office directories as needed
- Finalizing and deliver documentation for the 7th floor Principles
- Retrieve and Monitoring all ALDACS through
- Compiling annual performance appraisals for civil service and foreign service documents into the (ePerformance) Human Resource database.
- Order office supplies as needed through bureau work order system (myServices) and coordinate the pickup of supplies with the Supply Coordinator.
- Provide logistical support, as needed, for internal conferences and meetings
- Prepares work orders for services/supplies needed for the effective running of the office and coordinates these with the General Services Officer
- Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management daily.
- Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.
- Record minutes from meetings and prepares briefing materials.
- Creates standard operating procedures related to office administration.
- Updates office management information, such as seating charts, organization charts, phone lists, and welcome books.
Requirements
- High school diploma and minimum of three years of equivalent office management experience;
OR
- Two-year college degree in Office Management, Business Administration, or other related field together with two years of office management experience.
- Active Secret Clearance is required for this position.
- Outstanding interpersonal and communication skills (verbal and written) with the ability so successfully communicate with clients, contractors, architects and team members.
- Ability to adapt and prioritize, meeting deadlines, in a fast-paced environment.
- Detail oriented with strong analytical skills.
- Demonstrated proficiency in all applicable software packages including but not limited to Microsoft Office and Adobe.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.