Office Management Specialist

Summary 

Ho-Chunk Inc. Management Services (HCIMS) is seeking a full-time Office Management Specialist.  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, gathering data from various sources, compiling information for reports and records, formatting, proofreading and editing of the material of others, developing and implementing office procedures, composing letters for the signature of the Program manager, setting up and maintaining data bases, track that outgoing correspondences are accurate, properly formatted and on time.  The Office Management Specialist works independently according to established policies and accepted practice, with minimal guidance from the Program Manager.  The position is based at the U.S. Department of State in Dunn Loring, VA.

Essential Functions 

Office Management:

• Performs and maintains office procedures in coordination with the Program manager and office staff;
• Schedules office events and tracks deadlines;
• Manages and maintains the office filing system;
• Performs and monitors administrative requirements of the office and coordinates administrative matters with other offices.

Administrative Support:

• Makes travel arrangements for the office and prepares travel vouchers;
• Prepares time and attendance records for the Program manager and office staff;
• Orders office supplies and equipment;
• Organizes repairs of office equipment.

Secretarial Support:

• Types cables, memoranda, letters, formal notes and papers;.
• Drafts routine and non-routine correspondence; proofreads documents received from other offices for the Program Manager’s signature;
• Organizes and prioritizes documents for the Program manager;
• Receives visitors;
• Screens and facilitates telephone inquiries;
• Maintains a professional atmosphere in areas of responsibility;
• Exercises professional telephone etiquette;
• Makes appointments for the Program manager, opens and distributes mail, files, makes copies and performs other secretarial duties as requested;
• Exercise time management and prioritization of tasks to meet deadlines.

Conference and Visit Support Functions:

• Works with visit control managers to plan and coordinate conferences and visits for the offices;
• Provides administrative and secretarial support for VIP visits;
• Coordinates formal functions (prepares contact/guest lists and invitations and tracks responses);
• Perform other duties as required;
• Employee requires infrequent supervision and is expected to work independently according to established policies and accepted practice with minimal guidance from the Program Manager. 

Supervisory Responsibility 

None required for this position.

Work Environment 

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

• Must be able to remain in a stationary position 75% of the time. 
• Occasionally moves about inside the office to access file cabinets, office machinery, etc. 
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. 
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly. 
• Frequently moves standard office equipment up to 25 pounds. 
• Must be able to work indoor conditions 90% of the time. 

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. 

Position Type/Expected Hours of Work 

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.  Evening and weekend hours may be required as needed.

Travel 

None required for this position.

Experience 

A minimum of two (2) years fulfilling the duties of an Office Management Specialist or equivalent experience;

Education 

Must possess a high school diploma, Associate’s degree preferred, together with seven (7) years of progressively responsible office management experience;

Additional Eligibility Qualifications 

• Advanced knowledge of and experience with secretarial, administrative or office management functions;
• Demonstrate a superior command of the English language to include grammar, spelling and punctuation;
• Typing proficiency of at least 65 words per minute;
• Intermediate knowledge of and experience with word processing, databases and spreadsheets and be able to operate office equipment (PCs, faxes, phones, copying machines, etc.). Applicants must have a demonstrated proficiency in Microsoft Office Word, and other commonly used programs, including SharePoint, Outlook, Excel, Adobe Acrobat and Power Point;
• Ability to handle multiple tasks simultaneously.
• May be requested and required to participate in Proposal Support functions due to expertise  

Drug Free Workplace

All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

Security Clearance 

Must possess a SECRET security clearance 

AAP/EEO Statement 

All Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws. 

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

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