• Sr. Office Support Specialist

    Job Locations US-DC
    Posted Date 5 days ago(1/16/2019 3:03 PM)
    Job ID
    # of Openings
    *Management Consulting
  • Overview

    Kalani Consulting, a member of the Kalani Consulting-Acuity joint venture, is seeking a dynamic, self-motivated individual with experience and skills as a Sr. Office Support Specialist/Executive Assistant.  Kalani-Acuity supports key federal government clients, and we are looking for someone to support a mission critical effort within the Department of State.  Previous work experience in the federal space is ideal.  Prior experience with the Department of State is preferred however, not required.


    • Responsibilities

      • Requires Bachelor's degree or equivalent years of experience.
      • Must have Active Top Secret with ability to acquire SCI
      • Provide administrative support to Office Directors and staff. 
      • Act as liaison between the Director and other internal and external customers and maintain communications with senior officials and employees at all levels. Personally and tactfully, handle many matters, answer questions of an administrative/general nature, or refer requests to the appropriate office. 
      • Maintain the calendar of the Director and resolve any scheduling conflicts. Arrange meetings, to include time, space, attendance, and any equipment needs.
      • Prepare and distribute meeting agendas. Attend meeting and record/prepare minutes for distribution as needed.
      • Track responses to official Department taskers and serve as primary interface with front office to ensure responses (memos, briefings, etc..) are developed, cleared by the appropriate offices, and delivered correctly and on time. 
      • Prepare a variety of documents and reports using Word, Excel, PowerPoint, and databases. Edit and reformat electronic drafts and transmit/receive documents and messages electronically, ensuring grammatical accuracy and conformance with established formats.
      • Ensure travel arrangements are accurately prepared in a timely manner, to include most cost-effective mode of transportation, make reservations, plan itineraries, and process expenses.
      • Perform payroll, timekeeping, and office-wide records management duties as required.
      • On an overall basis, devise, install, maintain, and implement significant administrative support services, processes, and procedures for the Office.
      • Establish and maintain office files of various types.
      • Manage/Maintain office function to include supply ordering, support facilitation of moves, etc.
      • Assemble key materials for use of Director and other officials in office, and respond to requests for information concerning programs and services.
      • Implement quality control systems to ensure correspondence and communications are in compliance with all relevant Department guidance and direction and properly reflect office policies and procedures.
      • Work closely with Director and staff to provide all necessary administrative support for important policy initiatives and related projects and reviews.
      • Maintain staff contact rosters
      • Analyze and evaluate effectiveness of administrative support services, such as communications, records, directives, forms, files, and documentation; and recommend methods and procedures necessary to improve the efficiency and productivity of support programs and operations.
      • Train office management and staff on adherence to administrative program requirements.
      • Conduct physical property inventories, maintain inventory records, and reconcile and adjust computer inventory listings. Work closely with Director and staff to provide all necessary administrative support for important policy initiatives and related office projects and reviews


    • Qualifications

      • Strongly prefer previous Department of State experience
      • Superior Written, Verbal and Interpersonal Communication skills
      • Extensive experience with Microsoft office products
      • Experience with WebTATEL preferred, or other timekeeping/payroll systems
      • Experience with E2Solutions preferred, or other travel and expense management tools


      • Must Have Active Top Secret, recent SCI highly preferred.


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