SR OFFICE ADMIN with Security Clearance
Welcome to Universal Strategy Group Inc (USGI)! USGI is a Service-Disabled Veteran Owned Small BusinessUSGI was founded in 2007 with the single focus of preserving and promoting American securityOur mission is to provide the best-in-class personnel who provide tailored analytical, operational, and technical solutions to our Nation's most complex national security challenges while exceeding customer expectationsUSGI is committed to recruiting, nurturing, and retaining top talent that set us apart from our competitionUSGI is an experienced, team-oriented, dynamic, and expanding company that values exceptional performance! USGI understands that well-cared for and motivated personnel are the key to the successful accomplishment of any mission, and toward that end, USGI takes exceptional care of our teamUSGI is seeking a Senior Office AdministratorBACKGROUND The U.
SDepartment of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President's principal foreign policy advisorThe Department of State's mission is to advance U.
Snational security interests, fight terrorism, protect U.
Sinterests abroad, and implement foreign policy initiatives that build a freer, prosperous, and secure worldThe Bureau of International Narcotics and Law Enforcement Affairs (INL) keeps Americans safe at home by countering international crime, illegal drugs, and instability abroadINL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systemsThese efforts reduce the amount of crime and illegal drugs reaching U.
SshoresDUTIES AND RESPONSIBILITIESo Review, edit with close attention to detail, compile and organize all documentation requiring INL Executive Director clearance; this includes, but is not limited to:
Congressional Notifications, Congressional Budget Justifications, Operational Plans, Interagency Agreements, Bilateral Letters of Agreement, and International Organization Letters of AgreementReview documentation for completion, accuracy, and adherence to current Department and Bureau policiesAdvise the designated regional or functional office point of contact on appropriate measures needed to revise or enhance documentation.
o Review all incoming publications, regulations, and directives that may be important to the activities of the staffRefer those of importance or interest to appropriate individuals or disseminate staff-wide, as appropriate.
o Review existing policies, issuances, and directives on an ad hoc basis and as substantive issues arise in assigned program areas and recommend refinements to these guidelines (e.
g.
, procedural updates or detailed procedures where none exist).
o Receive visitors and phone calls in a courteous mannerAccurately determine the nature of the request and refer callers to appropriate staffPersonally answer routine and non- technical requests for information and provide correct information when routine procedural matters are involved.
o Establish and maintain office records of various types that may be needed or will assist in the efficient operation of the officeEnsure files have all pertinent documents and signaturesMaintain and accurately update file system to enable quick and efficient retrieval of informationAccurately purge files or perform other file disposition actions in accordance with established proceduresEffectively supervise or perform annual file inventoryWhere appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received.
o Effectively enhance the ability of the office to support overall mission requirements through performance of one or more of the following:
use of database or spreadsheet software to accurately enter, revise, sort, calculate, and retrieve data for standard reports; use of graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations; accurately and promptly transmit and receive documents and messages electronically using a PC or a workstation.
o As needed, stand in for the INL Front Office's Staff Support Assistant(s) and/or EX Staff Assistants/Office Administrator(s).
o Schedule meetings, appointments, and conferences in accordance with on-site supervisor's instructionsRemind on-site supervisor and others of scheduled events to ensure prompt and timely attendanceReschedule appointments when it is clear that on-site supervisor will not be able to make all commitmentsContact other personnel to attend meetings in lieu of the supervisor, when necessary.
Receive visitors and phone calls in a courteous mannerAccurately determine the nature of the request and refer callers to appropriate staffPersonally answer routine and non- technical requests for information and provide correct information when routine procedural matters are involved.
o Follow-up on email inquiries and telephone conversations and take appropriate steps to ensure that necessary action is initiated and subsequently assure that such action is completed as quickly as possibleFollow-up and assure proper execution of all commitments made and obligations incurred in telephone conversations, personally make necessary contacts with the officials and individuals concerned.
o Make travel arrangements based on general travel intentions, known preferences of the traveler, and in accordance with appropriate federal travel regulationsSchedule transportation and hotel/Government quarters reservations in a timely mannerNotify organizations and officials to be visited, keep in touch with the staff while en route, and write thank you letters (as appropriate) after the staff member's returnEffectively deal with security issuesAccurately prepare travel orders and travel vouchersEnsure that requests for action or information are made known to responsible office staff personnel who can satisfy the requestDecide whether important or emergency matters should be brought to the supervisor's attention when absent, but accessible.
o Prepare correspondence, forms, reports, cables, or other documents, utilizing desktop computer word processing systems or typewriter; ensure correct punctuation, capitalization, spelling, grammar, and conformance to style.
o Prepare, maintain, and consolidate time and attendance dataEnsure time and attendance data are prepared in accordance with established procedures and transmit data to payroll in a timely manner.
o Receive and review incoming mail, screen those items which can be handled personally and determine which items should be brought to the supervisor's attention, forwarding the remainder to the staff for actionReview outgoing mail for attachments, dates, and signaturesMaintain suspense records on all correspondence and action documents and follow up to ensure a timely reply or actionEnsure that all outgoing correspondence is in the proper format and in conformance with office policy and in correct grammatical composition.
o Schedule large meetings and conferencesSelect time and location, notify participants, ensure that all required materials and services are provided in a timely manner, attend the meetings, and take notes, and prepare reports of the proceedings.
o Establish and maintain office records of various types that may be needed or will assist in the efficient operation of the officeEnsure files have all pertinent documents and signaturesMaintain and accurately update file system to enable quick and efficient retrieval of informationAccurately purge files or perform other file disposition actions in accordance with established proceduresEffectively supervise or perform annual file inventoryWhere appropriate, be responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received.
o Effectively enhance the ability of the office to support overall mission requirements through performance of one or more of the following:
use of database or spreadsheet software to accurately enter, revise, sort, calculate, and retrieve data for standard reports; use of graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations; accurately and promptly transmit and receive documents and messages electronically using a PC or a workstation.
o Identify, recommend, and implement process improvements to enhance the efficiency of office operations.
Requisition office supplies, printing support, and related materialsPrepare and submit requisitions and tracks requisitions for timely completion.
o Escort guests and Department cleaning crew within INL offices as needed.
o As needed, stand in for other Office Administrators from INL's Front Office and various functional and regional officesMINIMUM QUALIFICATIONSo U.
SCitizenship A Bachelor's degree from an accredited institution or four (04) years of experience at the GS-11 equivalent or higher Demonstrated ability to communicate effectively orally and in writing Demonstrated ability to provide excellent customer service Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times Active Secret security clearance but can begin work with an interim Secret security clearancePREFERRED QUALIFICATIONSo Demonstrated ability to interact effectively with individuals at all levels to assist in the planning and coordination of activities with other organizations; provide guidance, and advocate INL policies and positions in close coordination with INL leadership.
Demonstrated proficiency in Microsoft Office Suite.
Demonstrated experience handling Time and Attendance (T&A) and travel systems.
Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role.
Prior demonstrated administrative experience.
Fami Recommended Skills Administration Attention To Detail Calculations Communication Customer Service Databases Apply to this job.
Think you're the perfect candidate? Apply on company site Estimated Salary: $20 to $28 per hour based on qualifications.
SDepartment of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President's principal foreign policy advisorThe Department of State's mission is to advance U.
Snational security interests, fight terrorism, protect U.
Sinterests abroad, and implement foreign policy initiatives that build a freer, prosperous, and secure worldThe Bureau of International Narcotics and Law Enforcement Affairs (INL) keeps Americans safe at home by countering international crime, illegal drugs, and instability abroadINL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systemsThese efforts reduce the amount of crime and illegal drugs reaching U.
SshoresDUTIES AND RESPONSIBILITIESo Review, edit with close attention to detail, compile and organize all documentation requiring INL Executive Director clearance; this includes, but is not limited to:
Congressional Notifications, Congressional Budget Justifications, Operational Plans, Interagency Agreements, Bilateral Letters of Agreement, and International Organization Letters of AgreementReview documentation for completion, accuracy, and adherence to current Department and Bureau policiesAdvise the designated regional or functional office point of contact on appropriate measures needed to revise or enhance documentation.
o Review all incoming publications, regulations, and directives that may be important to the activities of the staffRefer those of importance or interest to appropriate individuals or disseminate staff-wide, as appropriate.
o Review existing policies, issuances, and directives on an ad hoc basis and as substantive issues arise in assigned program areas and recommend refinements to these guidelines (e.
g.
, procedural updates or detailed procedures where none exist).
o Receive visitors and phone calls in a courteous mannerAccurately determine the nature of the request and refer callers to appropriate staffPersonally answer routine and non- technical requests for information and provide correct information when routine procedural matters are involved.
o Establish and maintain office records of various types that may be needed or will assist in the efficient operation of the officeEnsure files have all pertinent documents and signaturesMaintain and accurately update file system to enable quick and efficient retrieval of informationAccurately purge files or perform other file disposition actions in accordance with established proceduresEffectively supervise or perform annual file inventoryWhere appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received.
o Effectively enhance the ability of the office to support overall mission requirements through performance of one or more of the following:
use of database or spreadsheet software to accurately enter, revise, sort, calculate, and retrieve data for standard reports; use of graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations; accurately and promptly transmit and receive documents and messages electronically using a PC or a workstation.
o As needed, stand in for the INL Front Office's Staff Support Assistant(s) and/or EX Staff Assistants/Office Administrator(s).
o Schedule meetings, appointments, and conferences in accordance with on-site supervisor's instructionsRemind on-site supervisor and others of scheduled events to ensure prompt and timely attendanceReschedule appointments when it is clear that on-site supervisor will not be able to make all commitmentsContact other personnel to attend meetings in lieu of the supervisor, when necessary.
Receive visitors and phone calls in a courteous mannerAccurately determine the nature of the request and refer callers to appropriate staffPersonally answer routine and non- technical requests for information and provide correct information when routine procedural matters are involved.
o Follow-up on email inquiries and telephone conversations and take appropriate steps to ensure that necessary action is initiated and subsequently assure that such action is completed as quickly as possibleFollow-up and assure proper execution of all commitments made and obligations incurred in telephone conversations, personally make necessary contacts with the officials and individuals concerned.
o Make travel arrangements based on general travel intentions, known preferences of the traveler, and in accordance with appropriate federal travel regulationsSchedule transportation and hotel/Government quarters reservations in a timely mannerNotify organizations and officials to be visited, keep in touch with the staff while en route, and write thank you letters (as appropriate) after the staff member's returnEffectively deal with security issuesAccurately prepare travel orders and travel vouchersEnsure that requests for action or information are made known to responsible office staff personnel who can satisfy the requestDecide whether important or emergency matters should be brought to the supervisor's attention when absent, but accessible.
o Prepare correspondence, forms, reports, cables, or other documents, utilizing desktop computer word processing systems or typewriter; ensure correct punctuation, capitalization, spelling, grammar, and conformance to style.
o Prepare, maintain, and consolidate time and attendance dataEnsure time and attendance data are prepared in accordance with established procedures and transmit data to payroll in a timely manner.
o Receive and review incoming mail, screen those items which can be handled personally and determine which items should be brought to the supervisor's attention, forwarding the remainder to the staff for actionReview outgoing mail for attachments, dates, and signaturesMaintain suspense records on all correspondence and action documents and follow up to ensure a timely reply or actionEnsure that all outgoing correspondence is in the proper format and in conformance with office policy and in correct grammatical composition.
o Schedule large meetings and conferencesSelect time and location, notify participants, ensure that all required materials and services are provided in a timely manner, attend the meetings, and take notes, and prepare reports of the proceedings.
o Establish and maintain office records of various types that may be needed or will assist in the efficient operation of the officeEnsure files have all pertinent documents and signaturesMaintain and accurately update file system to enable quick and efficient retrieval of informationAccurately purge files or perform other file disposition actions in accordance with established proceduresEffectively supervise or perform annual file inventoryWhere appropriate, be responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received.
o Effectively enhance the ability of the office to support overall mission requirements through performance of one or more of the following:
use of database or spreadsheet software to accurately enter, revise, sort, calculate, and retrieve data for standard reports; use of graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations; accurately and promptly transmit and receive documents and messages electronically using a PC or a workstation.
o Identify, recommend, and implement process improvements to enhance the efficiency of office operations.
Requisition office supplies, printing support, and related materialsPrepare and submit requisitions and tracks requisitions for timely completion.
o Escort guests and Department cleaning crew within INL offices as needed.
o As needed, stand in for other Office Administrators from INL's Front Office and various functional and regional officesMINIMUM QUALIFICATIONSo U.
SCitizenship A Bachelor's degree from an accredited institution or four (04) years of experience at the GS-11 equivalent or higher Demonstrated ability to communicate effectively orally and in writing Demonstrated ability to provide excellent customer service Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times Active Secret security clearance but can begin work with an interim Secret security clearancePREFERRED QUALIFICATIONSo Demonstrated ability to interact effectively with individuals at all levels to assist in the planning and coordination of activities with other organizations; provide guidance, and advocate INL policies and positions in close coordination with INL leadership.
Demonstrated proficiency in Microsoft Office Suite.
Demonstrated experience handling Time and Attendance (T&A) and travel systems.
Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role.
Prior demonstrated administrative experience.
Fami Recommended Skills Administration Attention To Detail Calculations Communication Customer Service Databases Apply to this job.
Think you're the perfect candidate? Apply on company site Estimated Salary: $20 to $28 per hour based on qualifications.
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