Operational Center Watch Officer III with Security Clearance

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Job description

Overview: The Office Management Specialist III duties encompass but are not limited to the following, updating and maintaining appointment calendars, setting up appointments and meetings, opening incoming mail and routing it to appropriate individuals, organizing and maintaining filing systems, making travel arrangements, escorting and receiving visitors to the office, gathering data from various sources, compiling information for reports and records, formatting, proofreading and editing of the material of others, developing and implementing office procedures, composing letters for the signature of the Program manager, setting up and maintaining databases, track that outgoing correspondences are accurate, properly formatted and on time. The Office Management Specialist works independently according to established policies and accepted practice, with minimal guidance from the Program Manager. Primary Responsibilities: Performs and maintains office procedures in coordination with the Program manager and office staff.
Schedules office events and tracks deadlines.
Manages and maintains the office filing system.
Performs and monitors administrative requirements of the office and coordinates administrative matters with other offices.
Make travel arrangements for the office and prepare travel vouchers.
Prepares time and attendance records for the Program manager and office staff.
Orders office supplies and equipment.
Organizes repairs of office equipment.
Types cables, memoranda, letters, formal notes, and papers
Drafts routine and non-routine correspondence; proofreads documents received from other offices for the Program Manager's signature.
Organizes and prioritizes documents for the Program manager.
Receives visitors.
Screens and facilitates telephone inquiries.
Maintains a professional atmosphere in areas of responsibility.
Exercises professional telephone etiquette.
Makes appointments for the Program manager, opens and distributes mail, files, makes copies,and performs other secretarial duties as requested.
Exercise time management and prioritization of tasks to meet deadlines.
Works with visit control managers to plan and coordinate conferences and visits for the offices.
Provides administrative and secretarial support for VIP visits, and coordinates formal functions (prepares contact/guest lists and invitations and tracks responses).
Employee requires infrequent supervision and is expected to work independently according to established policies and accepted practice with minimal guidance from the Program Manager.
Perform other duties as required.
Supervisory Responsibilities: N/A Education and/or Experience: Must possess a high school diploma, associate's degree preferred, together with seven (7) year
A minimum of two (2) years fulfilling the duties of an Office Management Specialist II or equivalent experience
Advanced knowledge of and experience with secretarial, administrative, or office management functions.
Demonstrate a superior command of the English language including grammar, spelling, and punctuation.
Knowledge, Skills, and Abilities: Must have excellent people and organizational skills.
Ability to communicate effectively, both orally and in writing;
Intermediate knowledge of terrorist operations, surveillance detection, motorcade operations, communications; Intermediate knowledge of law enforcement/military training programs to ensure training is conducted safely. Intermediate knowledge of security programs, operations, and techniques, including terrorism and anti-terrorism operations, use of force, civil liability, and appropriate techniques, tactics, and procedures; Comprehensive knowledge of security concepts, principles, and practices to provide basic and advanced training in the application of protective security methods;
Intermediate knowledge of current protective security methods to provide instruction that is consistent with currently accepted methods and practices;
Familiarity with the functions, responsibilities, and duties of foreign service personnel preferred.
Basic knowledge of adult learning principles, course development, classroom and practical instructional presentation methods, and methods for evaluating training effectiveness; Basic knowledge in the development and revision of training curriculum; Ability to immediately analyze, predict, and preclude situations to ensure training is conducted in a safe manner; Ability to establish and maintain liaison with personnel at all levels to plan and coordinate assigned responsibilities.
Ability to establish and maintain liaison with personnel to coordinate assigned responsibilities.
Skill in oral and written communication to present training to a variety of audiences. Security Clearance: Possess or be able to obtain/maintain a SECRET security clearance.
Must be a U.S. Citizen.
Must be able to maintain required Security Clearance/access approvals.
Physical Demands: Ability to complete work requiring regular and recurring physical and mental exertion, long periods of standing and irregular hours;
Ability to work in unpleasant or adverse environmental conditions, such as extreme hot and cold. Ability to lift and carry equipment and materials demonstrating physical challenging practical exercises. Ability to work effectively in an environment that consists of numerous personnel, use of nonlethal projectiles (firearms), air assets (helicopters), pyrotechnics, and fast-moving vehicles. Travel: Travel as necessary to other U.S. and foreign training sites, though it is not expected such travel will exceed 25% of total work time. Work Environment: Office environment and training site.

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