Office Management Specialist - IQ Talent Marketplace

POSITION OVERVIEW AND PRIMARY DUTIES AND RESPONSIBILITIES (ESSENTIAL FUNCTIONS):

Incumbent provides office management support to any Department of State office/ section within the mission either as the sole support of the office, or in assistance to an Office Management Specialist.

Essential Duties

• Support the Management, Political, Economic, Regional Security, and Public Affairs Sections with sufficient experience in tracking and supporting meetings for senior officials and ambassadors, event invitations, courtesy calls, visitors, phone bills, preparations for meetings; arranges travel, processes expense vouchers, etc.
• Prepare written materials, prepares briefing materials, drafts documents, facilitates agendas and follow-up from meetings, processes meeting notes, produces weekly activity reports (WARs), and reviews newsletters.
• Processes information requests, facilitates required reports, support management staff, maintains databases on office and/or management issues, supports time and attendance reporting, maintains leave information, and supports temporary duty staff.
• Support information technology and records, supports the message tracking system, supports travel systems, uses electronic cable system, supports the embassy’s website, maintains biographic data, maintains files, and supports using other electronic record systems as needed.
• Track office equipment maintenance, procures supplies, answers phone, distributes mail, etc.; receive and screens all incoming telephone calls and correspondence; type in final, letters, telegrams, memoranda.
• Assemble data and draft certain mission and/or office reports. Proofreads and edits all correspondence and materials to ensure proper format, accuracy and compliance with regulations; maintain and updates all mission and/or office lists and notices as required and may be called upon to take and transcribe notes; respond to inquiries and requests of a routine nature or directs to responsible party for action.
• Acts as the custodian of classified and unclassified office files, and maintains section reference library, as well as the office information resource library; maintain office schedules and time and attendance records; monitor deadline dates for submission of reports and action related matter; receive and escorts visitors and maintenance personnel within section. Prepares invitations, applies knowledge of protocol in managing processes and events, e.g., preparing guest lists, invitations, and representation vouchers.
• Control office supply stock and reorders as necessary and may be assigned additional duties and responsibilities as required of the job; assist other sections as needed.

Required Qualifications And Experience

• In-depth knowledge of Microsoft Office Suite is essential.
• Must be able to organize routine data and maintain established procedures.
• Must be able to work with all levels of personnel working in the Embassy and the general public and operate courteously and tactfully.
• Fluent Arabic speaking preferred

Education & Experience

A high school diploma and three (3) years of equivalent office management experience; OR a two-year college degree in Office Management, Business Administration, Computer Technology, Web Development or other related field together with two years of office management experience.