Office Administrator

Position description

• Based on a thorough knowledge of the responsibilities of the Senior Foreign Service Office Director, Asia Division Chief, two Team Leads and the Office, the Administrator performs a variety of responsible duties, including scheduling, travel, logistical, and associated administrative support.
• Keeps office calendar up-to-date; schedules and makes logistical arrangements for meetings, including space, time, etc., and notify people who are to attend; meets, clears, and escorts visitors.
• Receive and screen incoming telephone calls and visitors. Answer questions regarding administrative and non-technical matters, takes notes and prepare memos, production requests, etc.
• Make travel arrangements based on general travel intentions, known preferences of the traveler, and in accordance with appropriate travel regulations. Initiate and advise on staff travel authorizations and vouchers. Monitor authorization and voucher processing through payment system. Advise staff members on proper travel policies and procedures. Demonstrate initiative and good judgment in making arrangements on short notice.
• Accurately prepare travel orders, travel vouchers, country clearances, and visa request letters for submission. Obtain passport/visas from embassies.
• Aids in requisitioning office supplies, printing support, and related materials.
• Initiates procurement and supply requests for the office.
• Maintains, updates, and upon request, leads comprehensive revisions of office SharePoint. Reviews SharePoint of other offices to identify best practices. Keeps roster and key documents sections updated.
• Updates country portfolios and contact lists for the office and for posting on EA’s SharePoint landing site.
• Makes arrangements for incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and other preparations.
• Initiates and follow up as needed with other INL offices related to office repairs, new equipment, movement of phones or computers, and other tasks.
• Finalizes INL Front Office documents, secure the Office Director’s signature and deliver to the Front Office. Properly file, save, and/or shred documents/records.
• Establishes and maintains an accurate Employee Master Time and Attendance Record for each assigned direct hire employee on a bi-weekly basis. Ensures each pay record is supported by appropriate documentation. Advises staff members on time and attendance policies and procedures. Ensures data is timely and accurately submitted to the National Finance Center. Serves as liaison with the Human Resources Branch staff in resolving time and attendance discrepancies. Locks all Time and Attendance material in an area away from general contact with other employees.
• Assists INL/EA staff with IT requests, including Enterprise Mobile Devices.
• Provides advice and guidance to staff on applicable procedures, instructions, and other regulations pertaining to administrative matters.
• Takes notes at Asia Division meetings and distributes to office and external stakeholders.
• Maintains and accurately update file system in accordance with Department of State policies and procedures to enable quick and efficient retrieval of information. Accurately purge files or perform other file disposition actions in accordance with established procedures. Where appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received.
• Receives and reads incoming mail, including correspondence, reports, and instructions. Screen out items that the incumbent is authorized to handle and forward the rest together with necessary background material to the appropriate staff members working on the projects.

• U.S. Citizen;
• A Bachelor’s degree from an accredited institution
• Two to eight years’ experience in relevant fields;
• Demonstrated ability to communicate effectively orally and in writing
• Demonstrated ability to provide customer service
• Demonstrated ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times
• Demonstrated experience using, Microsoft Office Suite;
• Demonstrated skill in correct usage of, English grammar, spelling, punctuation, capitalization, and style;
• Demonstrated experience in the use of the telephone and voicemail.

• Demonstrate Familiarity with E2, TATEL, and the SMART system.
• Experience working for or with the International Narcotics and Law Enforcement bureau with the Department of State.

Application instructions

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