• Location: Washington, Virginia
  • Type: Direct Hire
  • Job #907

Duties encompassing, but not limited to the following, may fall into the office management field: 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, final proofreading and editing of the material of others, developing and implementing office procedures, composing letters for signature of supervisor, assembling information for reports, setting up and maintaining d bases, etc.
 
Major Duties:

  • Provide a bridge for complex cyber issues at all levels of the Department using superlative verbal and written communication and interpersonal skills;
  • Provide oversight of CTS Directorate and Office level executive communications, approvals, and products to ensure consistency of message and process for internal and external communications to the CTS stakeholders and customers;
  • Coordinate and prepare products (taskers, cables, official memoranda, Congressional correspondence, media inquiries, newsletters, speeches, briefings, social media content, standard operating procedures (SOPs), responses to requests from internal and external organizations, such as IRM/IA, OIG, OMB, etc.);
  • Gather data and information from Offices, review data for accuracy and relevancy, compile information, ensure product quality (substance, format and grammar), and shepherd the product through the review and approval processes in support of:
    • Diplomatic Security Planning Structure (DSPS) Program Plan
    • Quarterly Performance Reports;
    • Daily Activity, Weekly Activity and Bi-Weekly (every two weeks) Activity reports;
    • Quarterly FISMA compliance data submission to IRM/IA for reporting to OMB; provide updates to the Correction Action Plan; 
    • Five-Year Program Plan addressing emerging cyber security trends and recommending tactics and initiatives to ensure DS/CTS programs remain proactive and effective; provide routine updates and upon issuance of applicable new or modified regulations or directives.
  • Monitor administrative requirements of office and coordinate administrative matters, in coordination of the supervisor, with other offices;
  • Prepare and/or edit organizational charts and material as required;
  • Attend meetings; capture and distribute minutes derived from the meeting;
  • Coordinate meetings and official representational functions (prepare contact/guest lists and invitations and track responses). Work with visit control officers to plan and coordinate official conferences and high-level visits;
  • Oversee all aspects of travel to support the Offices and Resource Management; coordinate all logistics and transportation needs; and generate government travel orders with accuracy and adherence to Federal and DOS Travel Regulations;
  • Make appointments for supervisor, open and distribute mail, file, make copies and perform other administrative duties as assigned;
  • Prepare time and attendance records for supervisor and office staff;
  • Order office supplies and equipment;
  • Perform special assignments, project support, and other administrative support on request, providing substantive support and assistance to the team.
  • Skills and Qualifications Required (Level I)
  • Must be a US citizen and possess or be able to obtain/maintain a SECRET clearance;
  • Associates degree or three years of increasingly responsible administrative experience may be substituted for education;
  • Must be highly organized and have excellent oral and written communication skills in order to interface with  personnel and other government agencies at all levels;
  • Ability to handle multiple tasks simultaneously;
  • Ability to communicate effectively orally and in writing;
  • Knowledge of office policies, practices and procedures;
  • Must demonstrate thorough knowledge of Microsoft applications (MS Word, Excel, PowerPoint). Solid Microsoft experience is plus;
  • Experience working with dbases;
  • Knowledge of basic accounting skills helpful;
  • Ability to work independently;
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