Office Management Assistant at US Embassy

Summary:

The incumbent performs clerical and administrative duties as the Office Management Assistant (OMA) for the Regional Security Office (RSO) pertaining to a multitude of RSO administrative items, both classified and unclassified. The incumbent will need to work independently and possess strong communication skills as the incumbent will be in contact with many diverse individuals on a daily basis.

Duties

• Incumbent serves as the Office Management Assistant for the RSO office. Incumbent is the first line of contact on general inquiries or requests. Position is responsible for the collection, review, compilation, and distribution of all incoming/outgoing communication traffic, and correspondence. Communicates directives and instructions from the RSO to locally Employed Staff. Incumbent will require unescorted access to the Control Access Area (CAA) and a Secret security clearance.
• Organizes all administrative and clerical work in the RSO office, including oversight of office equipment, inventories, processing staff timesheets, as well as scheduling of appointments, security briefings, meetings, and events for the section.
• Assists RSO in the monitoring of general expenditures and operating expenses with the various funding cites applicable to security operations at post. Assists RSO in formulating yearly budget requests.
• Maintains overall management of RSO filing systems and software to include schedules and calendars, unclassified and classified office records, archives, policies, manuals, and personnel security files.  Manages entries into Diplomatic Security (DS)-propriety applications: Records Management System (RMS), Crises and Emergency Planning Application (CEPA), RSO Security Management Console (SMC), and Regional Desk reporting. Proper handling of sensitive RSO records and provides advises on departmental guidelines for maintaining records.
• Drafts routine and substantive correspondence, including memoranda, cables, and security notices for publishing, including proofreading and quality assurance of drafts by the section.
• Coordinates travel logistics, travel arrangements, and temporary duty assignments for the section as well as visitors to the section, providing assistance with travel as necessary. Issues security badges for Mission staff.

Requirements:

• All selected candidates must be able to obtain and hold a Top Secrete Security Clearance. 
• All selected candidates will be subject to a background investigation and, may be subject to a pre-employment medical exam.
• Selected candidate must be able to begin working within a reasonable period of time (6 weeks) upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Experience: Two (2) years of administrative experience is required; this includes some of the following types of administrative duties:  filing, scanning, scheduling appointments/meetings, maintaining calendars, ordering office supplies, making travel arrangements and receiving telephone calls.