Office Management Specialist II

Overview:

The Office Management Specialist II duties include; 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, implementing office procedures, composing letters for the signature of the Program manager, setting up and maintaining databases, track that outgoing correspondence are accurate, properly formatted and on time. The Office Management Specialist works under the guidance of 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 administrative requirements for 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 correspondence and 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, and files, makes copies, and performs other secretarial duties as requested.

• Exercises time management and prioritization of tasks to meet deadlines.

• Works with visit control managers to plan and coordinate conferences and visits for the office provides administrative and secretarial support for VIP visits and coordinates formal functions

(prepares contact/guest lists and invitations and tracks responses)

• Employee will require some supervision and has a growing opportunity to exercise independent judgment and initiative in the line of work.

• Perform other duties as required.

Supervisory Responsibilities:

None

Education and/or Experience:

• Must possess a high school diploma, Associate's Degree preferred, together with five (5) years of progressively responsible office management experience

• Intermediate 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:

• Typing proficiency of at least 65 words per minute.

• Intermediate knowledge of and experience with word processing, databases, and spreadsheets and be able to operate office equipment (PCs, faxes, phones, copying machines, etc.).

• Applicants must have a demonstrated proficiency in Microsoft Office Word, as well as other commonly used programs (e.g. SharePoint, Outlook, Excel, Adobe Acrobat, and PowerPoint).

• Ability to handle multiple tasks simultaneously.

• Skills with specific tools, software, equipment, and skills that are required.

• Abilities to understand spoken directions, ability to read directions, ability to work as a team player,

Certificates, Licenses, Registrations:

None

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:

The physical demands that will be required inside the workplace and for the position. Must lift, sit, answer

the phone, type on a keyboard, move files, etc.

Travel:

None

Work Environment:

Office environment.