Cape Fox Federal Contracting Group · 1 day ago
Administrative Specialist
Arlington (DOS) - Arlington, VA 22209 US (Primary)
Full-time
Onsite
Entry, Mid Level
$80K/yr - $90K/yr
1+ years expCape Fox Federal Contracting Group is seeking an Administrative Specialist to join their Kwaan Tech subsidiary, providing support to the Bureau of Diplomatic Security. The role involves assisting in the delivery and resolution of managerial and operational issues, coordinating communication between various officials, and providing extensive administrative support.
ConstructionConsultingCyber SecurityHealth CareInformation TechnologyManagement ConsultingProfessional ServicesProject ManagementTraining
No H1B
U.S. Citizen Only
Responsibilities
Provide direct and detailed administrative support to the Deputy Assistant Secretary
Coordinate with HTP Regional Directors to facilitate communication between the DAS and Regional Security Officers
Manage HTP personnel overseas/domestic travel plans to include authorizations, vouchers, visas, and agenda coordination with Desk Officers reaching out to Post
Provide Front Office coverage in lieu of absence of Special Assistant(s)
Manage meeting arrangements with senior Department of State (DOS) officials, other non- DOS parties, Inter-Agency parties and ensure location or telecommunication capability is available
Review DS Liaisons memorandums of understating (MOU) with the different Department of Defense (DoD) Global Combatant Commands (GCC) to ensure ongoing support of these positions
Provide detailed administrative support, to include maintenance of various administrative reports, and review of daily correspondence and key items that directly impact appropriate staff in internal and external offices. Collect proper materials, reports or agendas prior to any meetings/briefings
Perform other duties and complete special projects as may be assigned and directed by the DAS and/or HTP senior management
Coordinate routine correspondence with all Regional Directors (RD), Desk Officers (DO) and other DS Directorates and DOS executive staffers, ensuring correct punctuation, capitalization, spelling, grammar, and conformance to style in accurate; finalize division documents, ensure all tabs, cover pages, etc., are in the proper configuration, secure the appropriate signature, and deliver to appropriate addressee and locations
Assist in High Threat High Risk (HTHR) Post evacuations within an administrative function varying in fast-paced reporting and information passing to executive leadership and the DS Command Center
Track and maintain task force rosters related to any HTHR Post evacuations
Receive, review, format and disseminate DS Directorate tasks to include travel requests, press guidance, Weekly Activity Reports, Post Staffing Numbers, Posts of Concern, Deputies Committee and Counterterrorism Security Group Bullet Points
Provide administrative support for reports, briefing presentations and special projects
Assist in preparation of staff papers, policy directives, and information memoranda to be used by Department Principals
Proofread outgoing routine items to ensure compliance with format guidelines and make edits to bring them into compliance as necessary
Coordinate administrative support between the DS Directorates and DS/HTP Offices
Utilizes database management, project management and other management processes to keep track of project activities, inquiries and request and maintain status through completion
Provide direct support and planning for all DS/HTP International workshops / conferences
Manage distribution of the Directorate’s temporary parking passes on the SharePoint log
Collect and process time and attendance to include leave, overtime and premium compensation requests
Maintain and organize time and attendance files for tracking/historical record in anticipation of OIG inspections or audits
Coordinate Law Enforcement Availability Pay (LEAP) and general payroll-related policies/standards; work with the Bureau of the Comptroller and Global Finance to resolve discrepancies
Maintain and track Foreign Service assignment bids on SharePoint
Oversee, process, track and disseminate all Post Temporary Duty (TDY) staff requests
Coordinate with each regional team to ensure the TDY matrix is accurate to reflect Post necessities
Administrative manager and point of contact for both directorate conference rooms
Create and maintain the Protective Security officer roster in coordination with directorate staffing
Coordinate with the Domestic Operations (DO) directorate on manpower requests for protective security details
Process Danger Pay and Post Differential Allowances
Assist with coordination and management of any Directorate special projects
Be responsible for training administrative services personnel and assisting in developing administrative processes and procedures directorate staff
Coordinate any purchase requests or equipment issues with the Purchase Card Holder/Unit Security Officer
Qualification
Required
Undergraduate degree from an accredited institution
Minimum of one to three (1-3) years administrative experience
Highly proficient in Microsoft Office Suite
Experience and capabilities working with varying types of database software
Possess a willingness to learn specific program requirements of the position
Reliability, flexibility, and the ability to interact with all levels of personnel and departments within Department of State
Attention to detail, strong follow-through skills, and ability to maintain confidentiality
Working knowledge of SharePoint
Familiarity with foreign affairs agencies
Ability to communicate effectively, both orally and in writing, with superiors, colleagues, business professionals, and the public
Excellent interpersonal skills working with individuals at all levels within the organization
Experience drafting and editing professional reports and documents for senior officials
Possess strong multi-tasking skills with the ability to work effectively and efficiently in a high-volume work environment
Ability to work in a fast-paced environment to meet deadlines and handle pressure situations is a must
Possess excellent organizational skills
Ability to work independently on projects and issues within established policy guidelines
Must have authorization to work in the United States as defined by the Immigration Reform Act of 1986
Benefits
Company holidays
Paid time off
Health insurance
Dental insurance
Vision insurance
Life and disability insurance
Tuition reimbursement
401K with company match
Company
Cape Fox Federal Contracting Group
Do you know Tlingit means human being or Sanya Kwáan means Cape Fox? In 1971, the Alaska Native Claims Settlement Act (ANCSA) was passed.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase