Office Management Specialist 3 - The Tatitlek Corporation

Duties encompassing, but not limited to the following, may fall into the office management field: updating and maintaining appointment calendars, setting up appointments and meetings, opening incoming mail and routing it to appropriate individuals, organizing and maintaining filing systems, making travel arrangements, escorting and receiving visitors to the office, final proofreading and editing of the material of others, developing and implementing office procedures, composing letters for signature of supervisor, assembling information for reports, setting up and maintaining databases, etc.

MAJOR DUTIES:

• Establish and manage office procedures in coordination with the supervisor and office staff.
• Schedule office events and track deadlines.
• Manage and maintain office filing system.
• Monitor administrative requirements of office and coordinate administrative matters with other offices.
• Be familiar with word processing, dbases and spreadsheets and be able to operate office equipment (PCs, faxes, phones, copying machines, etc.).
• Make official travel arrangements and prepare travel vouchers.
• Prepare time and attendance records for supervisor and office staff.
• Order office supplies and equipment.
• Organize repairs of office equipment.
• Type cables, memoranda, letters, diplomatic notes, briefing papers, etc.
• Draft routine correspondence; proofread documents received from other offices for supervisor’s signature.
• Organize and prioritize documents for the supervisor.
• Receive visitors.
• Screen and facilitate telephone inquiries.
• Make appointments for supervisor; open and distribute mail; file, make copies and perform other secretarial duties as assigned.
• Work with visit control officers to plan and coordinate official conferences and high-level visits.
• Provide administrative and secretarial support to high-level VIPs visiting the host country.
• Coordinate official representational functions (prepare contact/guest lists and invitations and track responses).

PROFESSIONAL QUALIFICATIONS/SKILLS:

• Two years as an Office Management Specialist 2 or equivalent experience.
• Must be a US citizen, and possess at a minimum, a Secret security clearance, with eligibility to obtain and maintain a Top-Secret security clearance.
• Possess an Associate’s Degree in Office Management, Business Administration, Computer Technology, Web Development or other related field together with two years of office management experience.
• Demonstrate a strong command of the English language to include grammar, spelling and punctuation.
• Professional-level speaking ability in a foreign language is welcome, but not a requirement.
• Experience of a progressively responsible nature providing a combination of secretarial, administrative assistant or office management components.

ADDITIONAL QUALIFYING FACTORS:

Must have the ability to obtain and maintain a security clearance. In addition, a satisfactory background screening, negative drug test, positive references and proof of identity and legal authorization to work in the United States and for TTI are required. May require occasional travel.

The Tatitlek Corporation gives hiring, promotion, training and retention preference to Tatitlek shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

As an equal opportunity employer, The Tatitlek Corporation recognizes that our strength lies in our people. Discrimination and all unlawful harassment, including sexual harassment, in employment is not tolerated. We encourage success based on our individual merits and abilities without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, disability, marital status, citizenship status, military status, protected Veteran’s status or employment.