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                     Office Management Specialist (13906)
                              Washington DC



The Bureau of Western Hemisphere Affairs has a requirement for full-time support services for Office Management Specialists (OMS)/Administrative Assistants. To provide four professional service employees to provide administrative support to offices within the Bureau and Front Office Principals. Will be managed by the Executive Office, and are rover positions to other offices when needed.


  • Receive incoming telephone calls and direct them to the appropriate staff members. Arrange for a back-up to receive calls in his/her absence.
  • Coordinate and prepare briefing materials and issue papers for Principals

  • Arrange meetings and manage calendars for Principals

  • Prepare documents, memos and reports

  • Update program office SharePoint Bureau page and office directories as needed

  • Order office supplies as needed

  • Prepare documents to request diplomatic passports for staff members. Obtain Visas for travelers in a timely manner, either through the Passport Office or hand-carried

  • Manage travel arrangements for domestic and overseas trips through E2 Solutions

  • Manage time and attendance into the Departments electronic filing system (WEB TATEL)

  • Reserve meeting rooms through the Departments Reserve!T

  • Escort cleaning staff

  • Pick up and distribute WHA/EX mail from the mailroom


No Supervisory or Management authority.


  • A high school diploma and three (3) years of equivalent office management experience; OR a two-year college degree in Office Management, Business Administration, Computer Technology, Web Development or other related field together with two years of office management experience.
  • Knowledge of establishing travel arrangements via E2 Systems
  • Working knowledge of State Department travel policies

  • Excellent communications skills

  • Proficient in Microsoft Office Suite software


 Controlled climate office environment.

We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation. If you’d like more information about your EEO rights as an applicant under the law, please copy and paste the links to the following two sites.

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may e-mail “” for assistance. This email address is for accommodation requests only and cannot be used to inquire about the application process or status.

We maintain an Affirmative Action Plan for the purpose of proactively seeking employment and advancement for qualified protected veterans and individuals with disabilities. Upon request, we will schedule time to make our Affirmative Action Plan accessible. If you are interested, please submit a written request with the email subject line: 2018 Request to View Affirmative Action Plan to the Compliance Administrator at“”. This email box is not for resumes or follow up on job applications.

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