Office Management Specialists/Administrative Assistants

Tuvli, an Akima company, is hiring for an OMS/Administrative Assistants to support our DoS client located in Washington, DC.

Responsibilities

• Receives, schedules, refers calls and visitors from the public and other agency personnel as appropriate. Handles requests on behalf of office staff; Refers requests they cannot answer to appropriate staff or to correct office or official.  Schedules appointments for staff members or immediate supervisors and makes commitments to attend meetings, luncheons, etc.

• Responds to administrative problems brought to the supervisor's attention by member of the staff or management officials, as well as independently resolves issues in area of responsibility. Prepares responses to inquiries for information, addresses telephonic inquiries, and works to ensure basic information is available on websites.

• Maintains the Director and Deputy Directors calendars and appointments; establishes priorities and assures obligations met; arrange for meetings and conferences and inform participants. Compiles files/supporting documents on topics to discuss.

• Prepares travel authorizations for Director or staff member as requested. Prepares trip itineraries, obtains travel expense estimates (MI&E cost, taxis, Hotel, cost, etc.; prepares travel authorization requests.  Upon return, work with Director or staff member to prepare reimbursement travel voucher.  Follow up with Travel to ensure all travel documents are being submitted properly and on time. (i.e., within 5 days).  Use E2 Solutions to make travel arrangements.

• Executes small projects, such as compilation of data or organization of large meetings/events. Independently completes projector responsibility- related task.

• Develops and maintains contacts in other offices in order to facilitate meeting management and problem solving.

• Order supplies through ILMS website.

• Serves as timekeeper designate for the Office to include maintaining Time and Attendance (T&A) for commonly used pay plans and types of leave; verifying the allow ability of various hours changed on T&A reports; reviewing the reports for appropriate signature, initials and required supporting documentation; and, advising supervisors of discrepancies, and correcting actions as needed.

• Assists the office by performing duties related to supply management and procurement.

• Processes/reviews all incoming and outgoing letters, memos, and related correspondence.

• Prepare reports, memoranda and other forms of written communication. Composes and edits letters, reports, and general office memoranda for publication/distribution on behalf of the Director or senior level officer.  Prepares public presentation outlines at the direction of immediate supervisors; develops standard or one-of-a-kind letters in response to inquiries.  Signs routine correspondence and certain procedural authorizations on behalf of the supervisor as directed.  Screens publications and brings to the supervisor's attention articles of particular interest that affect Office programming.

• Reviews work products submitted to the Director, Deputy Directors or other senior personnel for completeness, compliance with formatting requirements, conformity to policy guidelines and appropriate appearances.

• In the supervisor's absence, maintains a file of correspondence and events of which the supervisor should know about and upon their return, brings such matters to their attention.

• Has experience and demonstrated ability in working with classified and unclassified computer systems. In-depth operational knowledge of Excel, Microsoft Windows, and related computer-based programs.  Ability to prepare e-mails, notices, Department notices from scratch.

• Possesses ability to work under pressure on tight or short deadline.

• Works proactively, engaging with office mates and others to accomplish work requirements.

• Works proactively, engaging with office mates and others to accomplish work requirements.

• Maintains office files, electronic or hardcopy, as required. 

Qualifications

• Knowledge of Department of State management operations (both domestic and overseas).

• General knowledge of Department of State regional bureau management operations and processes.

• Knowledge of Department of State management organization and operations.

• Experience as a secretary/office manager working under pressure.

• Knowledge of data sharing systems (i.e., SharePoint).

• Working knowledge of personal computers and general administrative practices, including extensive experience and ability in working properly with classified and unclassified computer data base, operation and knowledge of Excel, Microsoft Windows, PowerPoint and related computer-based programs and the ability to prepare e-mails, notices, reports, etc. from scratch.

• Active Secret clearance.

Job ID

2025-18455
Work Type

On-Site
Pay Range

$40-$45
Health & Welfare

$4.23
Benefits

SCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits. Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.
Company Description

Work Where it Matters

Tuvli, an Akima company, is not just another federal IT contractor. As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.

At Tuvli, the work you do every day makes a difference in the lives of our 15,000 Iñupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.

For our shareholders, Tuvli provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.

For our government customers, Tuvli ensures that solutions are strictly aligned with agency processes and desired program outcomes while delivering the best value for technology investments.

As a Tuvli employee, you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.