Office Management Specialist

Great Hill is seeking an Office management Specialist to support our government client in Washington, DC. 

Duties and Responsibilities include but are not limited to:

• Reports directly to the SRA Office Director (and/or policy coordinator)
• The contractor shall provide support services that include office assistance, travel arrangement, document drafting, correspondence review, time keeping, and scheduling to meet the needs of the SRA and the team.
• Answers and promptly handles telephone calls coming into the office.
• Maintains the schedule for Special Representative and the Office Director.
• Manages passports and visa procurement for all travel in support of the S/SRA office.
• Prepares correspondence, telegrams, and memoranda, ensuring that all conform to style and format guidelines established by the Department's Executive Secretariat.
• Drafts/prepares travel authorizations on behalf of members of S/SRA based on information provided by traveler.  Prepares trip itinerary, obtains travel expenses estimates (MI & E costs, taxi, hotel costs). Upon completion of trip, assists traveler in preparing electronic travel voucher.   Follows up with traveler to ensure all expense documents have been submitted and on time (i.e., within 30 days).
• Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate officers for action; composes replies when appropriate.
• Maintains office files and procures necessary office supplies.
• Prepares time-and-attendance sheets and vouchers for taxis and representational funds.
• Ability to work under pressure and tight or short deadlines.
• As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data and makes preliminary analyses.
• Makes and acknowledges various social arrangements and obligations which are a part of the official responsibility of the SRA office.
• Manages other tasks authorized by the Government Task Manager that fall within the scope of this task order.

SPECIAL KNOWLEDGE REQUIREMENTS:        

• The contractor shall have the following skills:
• Excellent knowledge of Department of State operations and overall office management experience.
• Experience as a secretary/office manager working under pressure.
• Working knowledge of personal computers and general administrative practices
• Demonstrates extensive experience and demonstrated ability in working with classified and unclassified computer data bases.  Operation and knowledge of Excel, Microsoft Word, and related computer-based programs operations.
• Extensive experience with travel arranging through E2 is highly preferred.
• Attention to detail and initiative to manage tasks rather than simply respond to requests.