Office Manager

Nakupuna Solutions is looking for an Office Manager. The EUR-IO/EX/GSD Professional Support Services team ensures the operational effectiveness of the Bureau of European and Eurasian Affairs (EUR) and the Bureau of International Organization Affairs (IO). These services provide comprehensive administrative, analytical, and programmatic support that enables both bureaus to carry out their diplomatic, foreign policy, and international development objectives efficiently and effectively. By supporting day-to-day operations, facilitating interagency coordination, and ensuring compliance with Department of State policies and procedures, these professional services help maintain the continuity and integrity of overseas posts and Washington-based offices.

The Office Manager/Rover Office Manager provides comprehensive administrative and operational support to ensure the smooth functioning of the office environment. Responsibilities include managing communications, scheduling meetings, maintaining records, processing documentation, and supporting travel logistics. The position involves frequent coordination with internal teams and external stakeholders, use of various software systems, and adherence to organizational policies and procedures. The office manager plays a key role in organizing office resources, supporting personnel needs, assisting with performance and reporting processes, and contributing to both classified and unclassified operational activities. This position ensures efficiency in day-to-day operations while supporting broader programmatic and mission goals. The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons. The ideal candidate will:

Answers telephone calls and receives, greets, and escorts visitors, referring them to appropriate staff members when necessary.
• Schedules appointments and meetings and reserves conference rooms using the Department's Reserve!T platform.
• Manages and maintains office files and records, including preparing folders and federal records for archiving or destruction in accordance with the applicable records disposition schedule.
• Operates scanning equipment to digitize documents and materials.
• Prepares and routes various types of documents, including reports, correspondence, memoranda, cables, and diplomatic notes.
• Downloads materials from computers, the internet, and intranet platforms for use in office functions.
• Sends and retrieves materials via digital scanning and facsimile as needed.
• Coordinates the delivery and pickup of materials and packages.
• Copies and collates documents and other materials in support of meetings or administrative needs.
• Enters and submits Time and Attendance records using the Department's electronic filing system (WEB TATEL).
• Prepares travel orders and arranges travel logistics using the E2 Solutions travel system.
• Prepares vouchers for travel, taxis, and other reimbursable expenses.
• Prepares documentation for diplomatic passport requests for staff and ensures timely visa processing through the Passport Office or via hand-carry methods.
• Manages travel arrangements for both domestic and overseas trips through E2 Solutions.
• Drafts country clearance requests to support travel coordination.
• Serves as the initial point of contact for SharePoint site access and updates the program office's SharePoint Bureau page and office directories as needed.
• Orders office supplies through the myServices platform and coordinates supply pickups with the Supply Coordinator.
• Maintains and updates office management information, including seating charts, organization charts, phone lists, and welcome books.
• Drafts and processes electronic Country Clearance (eCC) requests for both contract and government travelers.
• Produces a variety of reports, tracks suspense actions, generates charts, creates specialized databases, and prepares presentation materials using standard office software.
• Compiles annual performance appraisals for civil service and foreign service staff and inputs them into the ePerformance HR database.
• Provides logistical support for classified and unclassified Digital Video Conferences (DVCs), including coordinating across time zones with regional offices and overseas missions.
• Prepares and submits work orders for services or supplies required for effective office operations and coordinates requests with the General Services Officer.
• Finalizes and delivers official documentation for senior leadership on the 7th floor.
• Monitors all cable traffic through the SMART system to ensure timely review and response.
• Maintains the office management calendar by scheduling appointments, managing meeting requests, and providing daily updates to management.
• Prepares meeting briefs for managers, outlining the purpose of appointments and providing relevant background information.
• Records meeting minutes and prepares associated briefing materials for distribution.

Skills/Qualifications: The ideal candidate must have in-depth knowledge and proficiency in Microsoft Office Suite software, along with excellent communication, customer service, and multi-tasking skills. The individual must be capable of establishing, organizing, and maintaining routine data and following established procedures. A strong ability to interact courteously and tactfully with individuals at all levels within the Department and with the public is essential. The candidate should also have knowledge of establishing travel arrangements using the E2 travel system, as well as a working knowledge of the State Department travel policies.

Education and Experience:

• High school diploma and three to five (3-5) years of equivalent office management experience;
  OR
• Associate degree in Office Management, Business Administration, Computer Technology, or a related field, along with two (2) years of office management experience.

Clearance: Secret security clearance required. Must be a U.S. Citizen.

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• Ability to perform repetitive motions with the hands, wrists, and fingers.
• Ability to engage in and follow audible communications in emergency situations.
• Ability to sit for prolonged periods at a desk and working on a computer.

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors, including but not limited to the individual's particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation range for this position is $65,000.00 to $80,000.00 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies total compensation package for employees.