Office Management Specialist with Security Clearance

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Job description

Receives, schedules, refers calls and visitors as appropriate. Handles many requests on behalf of office staff. Referring only those they cannot answer to appropriate staff member or to correct office or official. Receives calls come from the public and other agency personal. Schedules appointments of staff members or immediate supervisor and makes commitments to attend meetings, luncheons etc. Responds to administrative problems brought to the supervisor's attention by member of the staff or management officials. Notifies the appropriate subordinate's management officers of the need for information or recommendation; prepares responses to inquiries for information. Establishes priorities and ensures all obligations are met; makes arrangements for meetings and conferences, informing participants. Coordinates with EP staff to ensure office coverage, maintain workflow and equitable division of office tasks. Serves as the office manager, ensuring office systems run smoothly, including coordinating with IT services for technical support. Responsible for managing office SharePoint sites on the unclassified and classified systems. Tracks related subject matter reports. Processes / reviews all incoming and outgoing letters, memos and related correspondence. Prepares reports, memoranda and other forms of written communication, as requested by Director or Deputy or Senior Official. Composes and edits letters, reports and general office memoranda for publication/distribution on behalf of the office. Prepares public presentation outlines at the direction of immediate supervisor; develops standard or one-of-a-kind letters in response to inquiries. Signs routine correspondence and certain procedural authorizations on behalf of the supervisor as directed. Screens all publications, periodicals and brings to the supervisor's attention articles of particular interest that affect Office program. Maintains a file of correspondence and events of which the supervisor should know about and upon their return, brings such matters to their attention. Maintains appointments, calendars and schedules. Schedules appointments, coordinates meetings, and/or schedules organizational conference meetings on behalf of immediate supervisor. Exercises exclusive control over supervisor's appointments, answering general questions about procedures. Coordinates all travel for the office using Government Travel authorization program (Travel Manager). Drafts/prepares travel authorizations on behalf of supervisor or staff member who is traveling. Prepares travel authorizations for staff members as requested based on information provided by traveler. Prepares trip itinerary, obtains travel expenses estimates (MI & E costs, taxi, hotel costs etc.; prepares travel authorization request. Upon completion of trip, assists travelers in preparing electronic travel vouchers. Follows up with travelers to ensure all expense documents have been submitted and on time (i.e., within 30 days). Maintains both electronic and paper office files. Manages other tasks authorized by the Government Task Manager that fall within the scope of this task order.

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