Office Management Specialist I

Overview

Employment in this role is conditional upon successful execution of the contract by the client.

The Work

The Office Management Specialist I will assist in 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, gathering data from various sources, compiling information for reports and records, formatting, proofreading and editing of the material of others, implementing office procedures, composing letters for the signature of the Program manager, setting up and maintaining data bases, track that outgoing correspondences are accurate, properly formatted and on time.

This position aligns with Cayuse’s core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables.

Responsibilities

Key Responsibilities

• Office Management:
  • Performs office procedures under the close guidance of the Program manager and office staff
  • Schedules office events and tracks deadlines
  • Manages and maintains the office filing system
  • Performs administrative requirements for the office and coordinates administrative matters with other offices.
• Administrative Support:
  • Makes travel arrangements for the office and prepares travel vouchers
  • Prepares time and attendance records for the Program manager and office staff
  • Orders office supplies and equipment
• Organizes repairs of office equipment. Secretarial Support:
  • Types cables, memoranda, letters, formal notes and papers
  • Drafts routine correspondence; proofreads documents received from other offices for the Program Manager’s signature
  • Organizes and prioritizes documents for the Program manager
  • Receives visitors
  • Screens and facilitates telephone inquiries
  • Maintains a professional atmosphere in areas of responsibility
  • Exercises professional telephone etiquette
  • Make appointments for the Program manager, opens and distributes mail, files, makes copies and performs other secretarial duties as requested
  • Exercises time management and prioritization of tasks to meet deadlines.
• Conference and Visit Support Functions:
  • Works with visit control managers to plan and coordinate conferences and visits for the office.
  • Provides administrative and secretarial support for VIP visits.
  • Assists with formal functions (prepares contact/guest lists and invitations and tracks responses)
• Other duties as assigned.

Qualifications

Qualifications – Here’s What You Need

The qualifications and skills listed below are intended to provide a general overview of the requirements for this position. However, due to the anticipated nature of the contract and the absence of a finalized task order from the client, this list should not be considered all-encompassing. Additional qualifications, certifications, skills, or experience specific to the client’s requirements may be identified and requested upon award of the task order. Candidates should demonstrate flexibility and a willingness to adapt to evolving responsibilities as outlined by the client.

• Must possess a high school diploma, associate’s degree preferred, together with three (3) years of relevant office management experience.
• Basic knowledge of and experience with secretarial, administrative or office management functions
• Secret Clearance is required.
• Due to the nature of work at the client’s site, U.S. Citizenship is required.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills:

• Demonstrate a superior command of the English language to include grammar, spelling and punctuation
• Typing proficiency of at least 65 words per minute
• Basic knowledge of and experience with word processing, databases and spreadsheets and be able to operate office equipment (PCs, faxes, phones, copying machines, etc.). Applicants must have a demonstrated proficiency in Microsoft Office Word, as well as other commonly used programs (e.g. SharePoint, Outlook, Excel, Adobe Acrobat and Power Point)
• Ability to handle multiple tasks simultaneously.

Our Commitment to you / overview of benefits

• SCA Health & Welfare fringe benefits.
• Telemedicine
• Dental & Vision
• EAP
• Basic Life and AD&D Insurance (Company Provided)
• Voluntary Life and AD&D options
• 401(k) Retirement Savings Plan with matching after one year
• Paid Time Off

Reports to: Program Manager

Working Conditions

• Professional office environment, with the ability to work onsite in the main office.
• Must be physically and mentally able to perform duties extended periods of time.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.
• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer.  All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.

Pay Range