About Us:

Totally Joined For Achieving Collaborative Techniques (TJFACT) is a CVE verified Service Disabled Veteran Owned Small Business (SDVOSB) and HUBZone certified performance driven professional services government contracting company that provides a broad spectrum of services and solutions to the U.S government agencies and organizations.

About the position:

TJFACT is seeking to hire a Office Management Specialist in Washington, DC to join our team!

Based on pending vaccination mandated legislation, we recommend employees are vaccinated prior to working for TJFACT.

Duties and Responsibilities

• Supports INL/WHP office and office director.
• Keeps office and Office Director calendars up-to-date; makes logistical arrangements for meetings; meets, clears, and escorts visitors.
• Makes and receives telephone calls; directs inquires to appropriate staff.
• Completes time and attendance requirements for the office.
• Ensures adequate supplies are available for the office and aid in requesting new supplies when needed; initiates procurement requests for the office.
• Makes travel arrangements, maintains travel log while staff is on travel, submits travel vouchers upon completion of travel, and maintains familiarity with travel regulations to facilitate approvals.
• Coordinates onboarding of incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and preparing onboarding materials.
• Coordinates with other INL offices on tasks related to office repairs, new equipment requests, movement of phones or computers, and others.
• Assists in tracking office deadlines to meet required taskers for bureau and department leadership.
• Schedules meetings, appointments, calls, and conferences in accordance with INL/WHP management instructions. Ensures preparatory materials reach INL/WHP management in advance of events. Reschedules appointments when it is clear that WHP Director or Deputy will not be able to make a commitment.
• Follows up on email inquiries and telephone conversations and takes appropriate steps to ensure that necessary action is completed as quickly as possible.
• Aids in preparing correspondence. Maintains suspense records on all correspondence and action documents and follow up to ensure a timely reply or action.
• Schedules large meetings and conferences: Select time and location, notify participants, coordinate escorts and arrival, ensure that all requirement materials and services are provided in a timely manner, attend meetings and take notes, and prepare reports of the proceedings.
• Serves as the office records management point of contact, providing updates to the INL/WHP SharePoint site as needed and ensuring appropriate records filing practices, consistent with Department and Bureau guidelines.
• Serves as note-taker for meetings.

Required Skills and Experience

• U.S. Citizen
• Bachelors degree from an accredited institution
• Two to four years experience in relevant field
• Demonstrated knowledge of specific country issues, including specialized knowledge of international narcotics and law enforcement, or similar type programs sufficient to ensure project work is in compliance with management policies and procedures and in conformance with the Foreign Assistance Act and other regulatory procedures and guidelines
• Proven knowledge of Federal policies and procedures including methods of providing assistance and the Federal budget process
• Ability to communicate effectively, both orally and in writing, with a wide range of players
• Demonstrated ability to provide advice, guidance, and consultation with regard to the interpretation and application of analysis
• Experience drafting US government reports and documents, such as the INCSR, embassy cables, and other documents
• Knowledge of, and demonstrated experience, using Microsoft Office Suite
• Knowledge of, and skill in, correct usage of English grammar, spelling, punctuation, capitalization, and style.

Preferred Skills and Experience

• Demonstrated proficiency in computer and web-based applications including Microsoft Office Suite, SharePoint, Adobe Acrobat, WebEx, and Google Meet.
• Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, with changing priorities and short turn-around times.
• Demonstrated ability to provide excellent customer service.
• Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role.
• Prior demonstrated executive-level administrative and business process experience.
• Proven record of contributing to the efficient functioning and sound organization of an office or work unit and experience applying regulations and/or policies to guide work in an office setting.
• Familiarity with Department of State systems such as TATEL, E2, and with State Department formats.
• Comfortable working in Spanish at or above a level equivalent to a recognized foreign language proficiency measurement framework, such as the Foreign Service Institutes defined 3/3 level.

o Demonstration or proof of language capability required, unless the individual is a native Spanish speaker.

Benefits

• Medical, Vision and Dental Insurance
• 401-K plus match
• Paid Vacation days
• Paid holidays
• Short Term and Long-Term Disability
• Voluntary Term Life

TJFACT is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status or status as an individual with a disability. EOE/Minority/Female/Disabled/Veteran. We reserve the right to modify or revise the job descriptions in part or in its entirety. Reasonable accommodations will be made in accordance with governing law.