Office Management Specialist IV with Security Clearance

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Job description

Overview: The Office Management Specialist IV duties include, 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, final 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 with minimal guidance from the Program Manager and recommends and implements improvements as an Office Management Expert. Primary Responsibilities: Performs and maintains office procedures in coordination with the Program manager and office staff.
Recommends and implements improvements to office management procedures and components.
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.
Makes travel arrangements for the office and prepares 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.
Receive 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 superior 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.
Plans and coordinates formal functions (prepares contact/guest lists and invitations and tracks responses)
Performs other duties as required.
Exercises independent judgment and initiative daily and requires infrequent supervision. recommends and implements improvements as an office management expert.
Supervisory Responsibilities: None Education and/or Experience: Must possess a high school diploma, Associate's Degree preferred, together with nine (9) years of progressively responsible office management experience.
A minimum of two (2) years fulfilling the duties of an Office Management Specialist III or equivalent experience.
Expert knowledge of and experience with secretarial, administrative, or office management functions.
Demonstrate a superior command of the English language to include grammar, spelling, and punctuation.
Knowledge, Skills, and Abilities: Typing proficiency of at least 65 words per minute.
Advanced 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 and other commonly used programs, including SharePoint, Outlook, Excel, Adobe Acrobat, and PowerPoint.
List the specific experience here, hands-on experience that is required.
Ability to handle multiple tasks simultaneously.
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, will sit, answer the phone, type on a keyboard, move files, etc. Travel: None Work Environment: Office environment

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