Office Management Specialist

One Federal Solution ( OFS) is seeking a highly professional, detail-oriented Office Management Specialist to manage critical administrative tasks in a fast-paced, high-visibility environment. This position requires exceptional business acumen, discretion, and the ability to produce error-free documents for senior leadership and government stakeholders. The ideal candidate will demonstrate professionalism in every interaction, ensuring the office operates with efficiency, integrity, and excellence.

Clearance Level - Secret

Office Management Specialist Tasks and Duties:

• Manage administrative functions, reception duties, and escort guests as needed.
• Monitor incoming and outgoing Red Border, Congressional, and general correspondence for clearance using OCS' Executive Tasking Site (ETS).
• Proofread and review all outgoing correspondence (including S/S, White House, Congressional, and routine documents) for completeness, proper formatting, and required clearances prior to signature or approval by the immediate Government manager.
• Read and distribute incoming correspondence to appropriate action officers, ensuring timely paper flow and proper routing for expeditious handling.
• Review all outgoing documents requiring signature or clearance for format, accuracy, neatness, TAGS, priority designation, and compliance with policy; return non-conforming items to originators for correction.
• Serve as time and attendance coordinator for the immediate Government manager and staff.
• Arrange domestic and international travel for the immediate Government manager and office staff, including preparing travel vouchers, obtaining country clearances, booking hotels, securing tickets, passports, visas, and itineraries.
• Establish and maintain organized filing systems to ensure materials are readily retrievable.
• Locate and compile background information for correspondence, meetings, and briefings.
• Update and maintain public information resources, ensuring accessibility and accuracy.
• Liaise with officers and utilize web-based resources to provide and maintain updated public information.
• Coordinate logistics for meetings and conferences.
• Receive and manage all telephone calls and visitors for the immediate section, determining the nature of inquiries and referring them appropriately to expedite responses.
• Make outgoing calls and handle incoming calls as required.
• Perform general office support duties, including maintaining office supplies, printing, faxing, and copying materials.
• Exercise sensitivity and discretion when handling calls from Members of Congress, media representatives, or the public with special concerns.
• Maintain the Government manager's calendar, scheduling and rescheduling meetings, advising on commitments, and providing background materials for upcoming engagements.
• Serve as liaison between the Government manager and staff, ensuring communication of commitments, procedural changes, and requirements.
• Perform other tasks, assignments, and duties as directed by the immediate Government manager.

• Manage day-to-day office operations and administrative functions with a high degree of professionalism.
• Prepare and edit official documents, including letters, memorandums, briefing papers, and speeches, ensuring accuracy and adherence to organizational standards.
• Coordinate schedules, meetings, and travel arrangements for senior staff.
• Serve as a trusted liaison for internal and external stakeholders, always maintaining confidentiality and professionalism.
• Support special projects and initiatives requiring strong organizational and communication skills.

• High School Diploma and one (1) year of experience in a similar administrative or office management role.
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, SharePoint, Outlook).
• Ability to accurately type final forms of official documents, including those destined for senior leadership, the White House, and Members of Congress.
• Demonstrated professional business acumen, including:
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Outstanding customer service and interpersonal skills.
• Ability to maintain composure and professionalism under pressure.