HunaTek is seeking a
senior-level administrative professional to provide support to the Department of State, located in Washington, DC.
This position provides a wide variety of essential administrative and managerial support and must work with minimal direction and deal directly and effectively with senior officials of the Department. He/She must be discreet in handling sensitive material, maintaining proper records and disposing of them as required. Manages and organizes office operations and procedures, such as word processing, bookkeeping, preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other clerical services. Coordinates activities of various clerical departments or workers within department. Evaluates office production, updates procedures, or devises new forms to improve efficiency of workflow. Establishes uniform correspondence procedures and style practices. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records. The contractor must maintain professionalism and exhibit excellent customer service to internal as well as external customers.
Essential Job Functions: - Serve as the assistant office information manager by arranging and scheduling meetings or appointments, organizing and preserving paper and computer files, managing special projects, handling travel arrangements, performing research, and distributing information through the use of telephones, mail, and e-mail.
- Maintain and coordinate the senior management's calendars and office schedules, including special events and travel
- Monitors clerical, administrative and secretarial responsibilities and tasks among office staff
- Allocation of resources to enable task performance
- Work with Executive Support to enhance all areas of office support
- Must be able to represent the front office with tact and diplomacy while making sure that requirements are met.
- Be prepared to disseminate information, coordinating mailings, proofreading documents, etc.
- Coordinating agendas, trip books and other critical correspondence
- Receiving and handling information for distribution to staff
- Coordinate office staff activities to ensure maximum efficiency
- Organize orientation and training of new staff members
- Coach office staff on admin procedures
- Design and implement filing systems
- Establish and monitor procedures for record keeping
- Ensure security and confidentiality of data
- Design and implement office policies and procedures
- Ensure office policies and procedures are being adhered to
- Analyze and monitor internal processes
- Monitor and maintain office supplies inventory
- Review and approve office supply acquisitions
- Maintain a safe and secure working environment
- Handle internal office inquiries
- Manage internal staff relations
- Assist in Swearing-In Ceremony of new Ambassador's
- Security TATEL: Main timekeeper
- Escort duties for non-cleared visitors, workers
- Collect and distribute mail from assigned in office mail boxes
- Maintain all office equipment
- Order supplies and maintain supply room
- Submit work orders for maintenance, computer and custodial issues
- Maintain a conference room calendar
Skills and Qualifications Required: - US Citizenship
- Proficient in Microsoft Office Suite
- Possess strong multi-tasking and organizational skills
- Strong interpersonal and customer service skills
- Demonstrated written and oral communications skills
- Ability to handle complexity and highly detailed responsibilities
- Experience and ability to work and interact with others and provide excellent customer service
- Ability to prioritize work and make decisions
- Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times
- Skill in attention to detail, ability to anticipate needs, and excellence in customer service inall interactions. Ability to exhibit a professional demeanor and presence in all instances, and ability to multitask in high energy, high stress, fast paced environments.
- Ability to initiate the planning and design of difficult and complex events independently and efficiently.
- Ability to anticipate and adapt procedures to meet emergency and quickly changing situations.
- Associates in Office Administration or similar degree
- Seven years Office Management experience
- Secret clearance with the ability to obtain and maintain a Top Secret clearance
About Us: At HunaTek, we build teams of people from all backgrounds with varying levels of experience, knowing firsthand that diversity of thought will strengthen our ability to deliver for our customers. We work hand in hand with Federal civilian and military staff, pulling together to further the interests of our nation and home and abroad.
Whenever possible, we provide opportunities for our employees to learn new skills, obtain certifications, attend industry events, and have some fun together.
Our Benefits: We offer a comprehensive benefits package designed to make sure our employees and their families have access to good health care, are insured against catastrophic health events, can put money aside for retirement and are able to maintain a healthy work-life balance. These benefits include:
- Comprehensive medical, dental and vision
- Long-term and short-term disability insurance and term life insurance
- 401(K) with safe harbor contribution
- Paid time off and 11 paid holidays
- Tuition and career development assistance
- A selection of voluntary benefits
ADA : HunaTek will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
EEO/AA: HunaTek does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services and is an equal access/equal opportunity/affirmative action employer.
This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.
