Rover Secretary
GDH

The contractor will perform secretarial duties such as filing, typing, copying documents.

Screens and transfers calls, escorts visitors, arranges meetings, and compiles information for routine reports or other materials. Prepares travel orders and handles travel accommodations and maintains office supplies.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Answering telephone calls and receiving/meeting/escorting visitors, referring to appropriate staff members, if necessary;

· Setting up appointments, meetings and arranging for conference rooms through the Departments Reserve!T platform;

· Managing files and records, preparing files, folders and other federal records for archiving or destroy based on the records disposition schedule;

· Scanning equipment

· Preparing and routing documents (reports, correspondence, memoranda, cables, diplomatic notes, etc.)

· Downloading materials from the computer, the internet and the intranet;

· Sending and retrieving materials by facsimile;

· Delivering and/ or coordinating picking up materials and packages;

· Copying and collating documents and other materials;

· Preparing Time and Attendance into the Departments electronic filing system (WEB TATEL)

· Preparing travel orders and handling travel arrangements in E2 Solutions;

· Preparing travel, taxi and other vouchers;

· Prepare documents to request diplomatic passports for staff members. Obtain Visas for travelers in a timely manner, either through the Passport Office or hand-carried

· Manage travel arrangements for domestic and overseas trips through E2 Solutions

· Drafting country clearance requests

· Serving as the first point of contact for Share Point sites and update program office SharePoint Bureau page and office directories as needed

· Finalizing and deliver documentation for the 7th floor Principles

· Monitors all cable traffic through SMART

· Completing other secretarial tasks, as requested by the assigned officers.

· Compiling annual performance appraisals for civil service and foreign service documents into the ePerformance HR database.

· Order office supplies as needed through my Services and coordinate the pickup of supplies with the Supply Coordinator.

· Provide logistical support, as needed, for internal conferences and meetings

· Prepares work orders for services/supplies needed for the effective running of the office and coordinates these with the General Services Officer

· Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management daily.

· Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.

· Record minutes from meetings and prepares briefing materials.

· Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management daily.

· Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.

· Record minutes from meetings and prepares briefing materials.

· Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management daily.

· Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.

· Record minutes from meetings and prepares briefing materials.

· Creates standard operating procedures related to office administration.

· Updates office management information, such as seating charts, organization charts, phone lists, and welcome books.

EDUCATION AND EXPERIENCE

• High school diploma and between one and three (1-3) years of equivalent office management experience;

OR

• Two-year college degree in Office Management, Business Administration, Computer Technology, or other related field together with two years of office management experience.

KNOWLEDGE, SKILLS AND ABILITIES

• Requires SECRET Security Clearance
• In-depth knowledge of Microsoft Office Suite is essential.
• Excellent customer service and multi-tasking skills
• Must be able to establish, organize and maintain routine data and established procedures.
• Must be able to work with all levels of personnel working in the Department and the general public and operate courteously and tactfully.
• Ability to obtain and maintain a suitable security clearance and DoS badge.
• Knowledge of establishing travel arrangements via E2 Systems.
• Working knowledge of State Department travel policies.
• Excellent communications skills.
• Proficient in Microsoft Office Suite software.