Field Office Management Specialist II

Olgoonik is an Equal Opportunity Employer

Overview:

The incumbent serves as a Support Services Specialist providing a wide range of administrative

support and assistance to the staff of the Miami, Florida Field Office, U.S. Department of State, Bureau of Diplomatic Security (DS), Office of Domestic Operations. Special agents assigned to the Miami, Florida Field Office conduct criminal investigations of passports, visas, and general fraud; protect the Secretary of State, and visiting foreign dignitaries; provide temporary duty support to other domestic and foreign DS offices; and maintain liaison with local, state, and federal law enforcement officials.

Primary Responsibilities:

• Provides general administrative support to the Field Office Program Office, Field Offices and Resident Offices.
• Acquires require support services for the Miami, Florida Field Office directly from Department central service providers or from commercial sources, often through the Department's acquisitions processes.
• Provides telecommunications support related to mobile telephone equipment, voicemail and office equipment such as copiers, fax machines and scanners.
• Supports requests for visas, assists with the renewal of expiring diplomatic passports and travel credit cards, administers the 2nd passport program, and ensures the required applications are completed for diplomatic passports visas/on behalf of the field office senior management, and coordinates with the Bureau of Consular Affairs to ensure the delivery of visa applications and pick-up of visas from foreign missions.
• Records management and disposition advice and guidance.
• Provides audiovisual and logistical support for conferences and large gatherings.
• Administers the Manpower and Time keeping functions, collaborating with the office management team and the special agents to ensure that the personnel system is maintained and reflects accurately the office personnel status.
• Administers on boarding of new agents, transferring agents and employees by creating, transferring and ensuring the validity of computer access profiles and accounts.
• Facilitates the issuance and administration of the mobile telecommunication devices and acts as liaison with the Service Desk to troubleshoot and reconfigure profiles and accounts for seamless mobile telecommunication service.
• Employs the Non-Expendable Property Accounting (NEPA) automated system to label, record, generate periodic reports on dollar value of property held, conduct physical inventories of office equipment and furnishings held by the organization, certify inventory accuracy, generate excess property reports, and arrange for removal of excess items; oversee mail and file operations, assist field office Security Officer by coordinating requests for various categories of secured access to both DS and other federal buildings within the FLFO operational area for both DS and contract employees.
• Serves as an operational information resource to his/her functional chief or supervisor at meetings and conferences on support services matters, provides factual details to the functional chief or supervisor for use in discussing Support Services plans and issues, takes note of opposing points of view, and contributes to oral and written reports for management.
• Maintains liaison with staff members of relevant Department or external organizations (e.g., various facilities management, supply, and acquisitions offices within the Bureau of Administration, various offices within the Bureau of Diplomatic Security.
• Performs duties assigned to the Administrative Officer when required.
• Performs other duties as assigned.

Supervisory Responsibilities:

Education and/or Experience:

• A minimum high school diploma with one or more years of experience in multi-faceted administrative support services.
• Experience using qualitative and quantitative analytical techniques for use with Excel and PowerPoint in graphing; and calculation of means, modes, standard deviations, or similar statistical measures.

Knowledge, Skills, and Abilities:

• Must be a US citizen and possess or be able to obtain/maintain a minimum SECRET clearance.
• Knowledge and skill in applying analytical and evaluative techniques to resolve support services issues or problems of a procedural nature or in which facts and applicable guidelines are clearcut.
• Knowledge of administrative practices and procedures common to the Department of State organizations, such as those pertaining to areas of responsibility and channels of communication, delegation of authority, routing of correspondence, filing systems and storage of files and records.
• Ability to conduct interviews with supervisors and employees to obtain information about organizational missions, functions and work procedures.
• Ability to apply effective critical thinking and knowledge of organizational and office management practices to evaluate the legitimacy and relative priority of requested services, contribute to the development of support services guidelines and procedures, negotiate with service providers, manage projects, and assess the quality of contractors' performance.
• A valid driver's license is required

Certificates, Licenses, Registrations:

Security Clearance:

• SECRET Level Required

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to be able to occasionally stand; walk; sit; use hands and/or fingers to handle, or feel objects, tools or controls; operate office equipment, reach with hands and arms; climb stairs; balance; stoop; kneel; talk or hear; taste or smell. The employee must occasionally lift and or move up to 25 pounds.

Work Environment:

General office environment. Travel may be required.

Olgoonik is an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local laws. As an Alaska Native corporation, Olgoonik provides hiring preference to Olgoonik shareholders, descendants, and their spouses to the extent allowed by law.