Office Administrator

Location: Washington, DC Remote Work: No Clearance: Secret   Work Status: Full-Time Travel Requirements: This position is not expected to travel on a regular basis.

ATSG is actively seeking candidates for a potential upcoming contract. This position is contingent upon award, and hiring decisions will be finalized once the contract is granted.

Position Description

The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President’s principal foreign policy advisor. The Department of State’s mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous and secure world.

INL keeps Americans safe at home by countering international crime, illegal drugs, and instability abroad. INL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systems. These efforts reduce the amount of crime and illegal drugs reaching U.S. shores.

The Office of Europe and Asia (INL/EA) is part of the INL Bureau led by an Office Director and includes nearly forty (40) full-time staff across two Divisions (Europe Division and Asia Division). INL/EA provides policy guidance and develops, executes, and monitors programs to address the full range of criminal justice issues as they relate to countering transnational crime, illegal drugs, and instability in Europe and Asia. As one of two Office Management Specialists (OMS) in INL/EA, the incumbent is an essential member of the INL/EA Team, providing primary administrative support for the Europe Division with backstopping support for the Asia Division.

The incumbent will provide administrative support for INL/EA, particularly the Office Director, the Asia Division Chief, and two Team Leads, as well as broad-based administrative support to the Asia Division staff. The OMS will also work closely with the other INL/EA OMS and provide backstopping support to the Europe Division.

PERIOD OF PERFORMANCE

The period of performance for this order will be one (01) year from the date of award with the option to extend for six (06) months subject to performance, need, and funding. 

Duties and Responsibilities

• Based on a thorough knowledge of the responsibilities of the Senior Foreign Service Office Director, Asia Division Chief, two Team Leads and the Office, the Administrator performs a variety of responsible duties, including scheduling, travel, logistical, and associated administrative support.
• Keeps office calendar up-to-date; schedules and makes logistical arrangements for meetings, including space, time, etc., and notify people who are to attend; meets, clears, and escorts visitors.
• Receive and screen incoming telephone calls and visitors. Answer questions regarding administrative and non-technical matters, takes notes and prepare memos, production requests, etc.
• Make travel arrangements based on general travel intentions, known preferences of the traveler, and in accordance with appropriate travel regulations. Initiate and advise on staff travel authorizations and vouchers. Monitor authorization and voucher processing through payment system. Advise staff members on proper travel policies and procedures. Demonstrate initiative and good judgment in making arrangements on short notice.
• Accurately prepare travel orders, travel vouchers, country clearances, and visa request letters for submission. Obtain passport/visas from embassies.
• Aids in requisitioning office supplies, printing support, and related materials.
• Initiates procurement and supply requests for the office.
• Maintains, updates, and upon request, leads comprehensive revisions of office SharePoint. Reviews SharePoint of other offices to identify best practices. Keeps roster and key documents sections updated.
• Updates country portfolios and contact lists for the office and for posting on EA’s SharePoint landing site.
• Makes arrangements for incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and other preparations.
• Initiates and follow up as needed with other INL offices related to office repairs, new equipment, movement of phones or computers, and other tasks.
• Finalizes INL Front Office documents, secure the Office Director’s signature and deliver to the Front Office. Properly file, save, and/or shred documents/records.
• Establishes and maintains an accurate Employee Master Time and Attendance Record for each assigned direct hire employee on a bi-weekly basis. Ensures each pay record is supported by appropriate documentation. Advises staff members on time and attendance policies and procedures. Ensures data is timely and accurately submitted to the National Finance Center. Serves as liaison with the Human Resources Branch staff in resolving time and attendance discrepancies. Locks all Time and Attendance material in an area away from general contact with other employees.
• Assists INL/EA staff with IT requests, including Enterprise Mobile Devices.
• Provides advice and guidance to staff on applicable procedures, instructions, and other regulations pertaining to administrative matters.
• Takes notes at Asia Division meetings and distributes to office and external stakeholders.
• Maintains and accurately update file system in accordance with Department of State policies and procedures to enable quick and efficient retrieval of information. Accurately purge files or perform other file disposition actions in accordance with established procedures. Where appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received.
• Receives and reads incoming mail, including correspondence, reports, and instructions. Screen out items that the incumbent is authorized to handle and forward the rest together with necessary background material to the appropriate staff members working on the projects.

Minimum Qualifications

• U.S. Citizen;
• A Bachelor’s degree from an accredited institution
• Two to eight years’ experience in relevant fields;
• Demonstrated ability to communicate effectively orally and in writing
• Demonstrated ability to provide customer service
• Demonstrated ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times
• Demonstrated experience using, Microsoft Office Suite;
• Demonstrated skill in correct usage of, English grammar, spelling, punctuation, capitalization, and style;
• Demonstrated experience in the use of the telephone and voicemail.

Preferred Qualifications

• Demonstrate Familiarity with E2, TATEL, and the SMART system.
• Experience working for or with the International Narcotics and Law Enforcement bureau with the Department of State.

About ATSG

ATSG Corporation is a Veterans Affairs (VA) CVE-Certified Service-Disabled Veteran-Owned Small Business (SDVOSB) based in Fairfax, VA with branch offices throughout Central America. Since 2004, ATSG has successfully deployed its experience and expertise to support the most challenging and complex projects for various Federal agencies. Our robust portfolio includes cutting-edge technical solutions and professional support in Program Management, Consulting, Operations and Planning Support, Training and Advisory Services, and IT and Knowledge Management. We take pride in our proven dedication to providing expert assistance to our government partners. ATSG provides a variety of services within the Intelligence Community and is experienced in areas such as Mobility, Enterprise Architecture, Data Processing, Law Enforcement Mission Support, and Acquisition Support. Our products may be diverse, but the results are one and the same—on schedule, on budget, and completed with superior quality. As an organization, we are consistently expanding our global footprint in the contracting community. We work hard to honor our commitment to our clients while ensuring our employees feel secure and empowered in their work. We take excellent care of our team, so they may have the freedom and confidence to focus on their missions and provide nothing but the best output on the work site and at home.   ATSG Corporation is an equal employment opportunity/affirmative action employer, our applicants and employees are protected from discrimination. Visit https://www.eeoc.gov/ for more information. Equal access to programs, services and employment is available to all persons. Those applicants requiring reasonable accommodation to the application and/or interview process should notify a representative of the Human Resources Department. To comply with Federal law, ATSG Corporation participates in E-Verify. Successful candidates must pass the E-Verify process after hire.   This contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals on the basis of protected veteran status or disability and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans and individuals with disabilities. To comply with Federal law, ATSG Corporation participates in E-Verify. Successful candidates must pass the E-Verify process after hire.
We respectfully request not to be contacted by recruiters and/or staffing agencies.
 

Application Requirements

• All applications must be submitted in .pdf, .doc, or .docx format.
• Applications and resumes for this position are only accepted via electronic submission through ATSG Corporation’s Consolidated Applicant Tracking System (CATS).
• Mailed, emailed, faxed, or hand-delivered applications and resumes will not be accepted.
• The decision to interview an applicant is based solely on the information received for this position from their electronic application and/or resume.