The Office Administrator directly supports the DRL/FO office, U.S. Department of State (DoS) to provide a wide range of administrative support to advance U.S. foreign policy goals pertaining to human rights and democracy around the world.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Support the Assistant Secretary, the Deputy Assistant Secretaries, and Senior Advisors, coordinating and assisting in the accomplishment of administrative and operational issues, processes, and business needs.
• Interact regularly with Deputy and Assistant Secretary-level personnel.
• Represent the DRL/FO by monitoring and reviewing all incoming and outgoing correspondence/action and determining the proper action to be taken, with consultation only as necessary.
• Forward assignments to appropriate staff members.
• Apply editorial skills and knowledge in proofreading and edit completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives.
• Apply overall knowledge of the office functions to screen and route material of a special interest or sensitive nature directly to the Office Director when appropriate.
• Maintain DRL/FO calendars and schedule meetings, both internally and externally, and speaking engagements.
• Ensure time and attendance on Web Time and Attendance via Telecommunications (Web TATEL aka TATEL) is accurate for direct reports and other FO staff.
• Serve as the Travel Arranger for the DRL/FO individuals as necessary, including preparing travel authorizations, obtaining visas and making reservations; working with the OES-DRL/EX Travel Team in closing out travel vouchers; and uploading receipts.
• Assist in data entry for annual performance evaluations of staff via ePerformance software system.
• Guide the procurement of office supplies via Ariba.
• Keep office phone lists, safe combination information, and other internal information up to date and distributed on an as-needed basis.
• Provide courteous and responsive service to visitors and callers, including by answering the phone and buzzing visitors into the suite, and escorting visitors for the DRL/FO and others, as appropriate, within the building.
• Run occasional errands, related to State Department business, for passport and visa related material as well as photocopying and faxing documents.
• Track travel and office expenses.
• Make repair, cleaning, and physical maintenance requests, as necessary.
• Provide escort to building support staff (e.g. Janitorial, etc.), as appropriate.
• Maintain business contact lists (e.g. by scanning business cards and maintaining database of contacts) for the DRL/FO.
• Assist in developing and maintaining the Bureau SharePoint website.
• Proofread and properly format papers in accordance with pre-determined style submitted for FO review.
REQUIREMENTS:
DRL/FO requires an Office Administrator capable of:
• Exercising independent judgment in performing and executing duties.
• Making recommendations to promote efficiency and productivity and fulfill mission requirements.
• Processing time and attendance via TATEL.
• Arranging staff travel through the E2Solutions travel management software.
• Managing the DRL/FO performance management process and yearly staff evaluations, including through the ePerformance software system.
• Procuring office supplies via Ariba system.
• Scheduling meetings and ensuring appropriate calendar accuracy. General word-processing and other office support functions.
DRL/FO requires a Senior Staff Assistant capable of:
• The incumbent employee must have mastery of a wide range of qualitative and/or quantitative methods for the assessment and improvement of program effectiveness or the improvement of complex management processes and systems.
• The incumbent must have an in-depth understanding of the paper flow process to effectively manage information distribution in the DRL Front Office and throughout the bureau.
• The incumbent must be able to identify, understand, and interpret relevant bureau positions on international democracy, human rights, and labor factors and considerations as they effect the development of U .S foreign policy objectives of the bureau.
• Exercising independent judgment in performing and executing duties.
• Making recommendations to promote efficiency and productivity and fulfill mission requirements.
• Scheduling meetings and ensuring appropriate calendar accuracy. General word-processing and other office support functions.
• Monitors business processes to improve DRL administrative operations to better meet Bureau goals and objectives.
• Provides advice and assistance in the control and administration of DRL operations and the establishment and application of administrative criteria to achieve mission objectives.
• Maintains roster and schedule of duty officers.
QUALIFICATIONS:
• Highly proficient with Microsoft Office Suite.
• At least three (3) years of executive level office management experience.
• High working knowledge of E2 Solutions and travel regulations.
• Strong attention to detail.
• Work under tight deadlines.
• Experience with keeping Executives’ calendars.
• Excellent organizational, interpersonal, and communication skills.
ADDITIONAL QUALIFYING FACTORS:
A satisfactory background screening, negative drug test, positive references and proof of identity and legal authorization to work in the United States and for TTC are required.
The Tatitlek Corporation gives hiring, promotion, training and retention preference to Tatitlek shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.
As an equal opportunity employer, The Tatitlek Corporation recognizes that our strength lies in our people. Discrimination and all unlawful harassment, including sexual harassment, in employment is not tolerated. We encourage success based on our individual merits and abilities without regard to race, color, religion, national origin, gender, sexual orientation, gender identify, age, disability, marital status, citizenship status, military status, protected veteran status or employment.
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