Field Office Management Specialist II

Published
November 4, 2020
Location
San Francisco, CA
Category
Job Type

Description

Olgoonik is an Equal Opportunity Employer - EEO AA M/F/Vet/Disability

Overview:

The incumbent serves as a Support Services Specialist providing a wide-range of administrative

support and assistance to the staff of the San Francisco Field Office, U.S. Department of State, Bureau of Diplomatic Security (DS), Office of Domestic Operations. Special agents assigned to the California Field Office conduct criminal investigations of passport, visa, and general fraud; protect the Secretary of State, and visiting foreign dignitaries; provide temporary duty support to other domestic and foreign DS offices; and maintain liaison with local, state, and federal law enforcement officials.

Primary Responsibilities:

  • Provides general administrative support to the Field Office Program Office, Field Offices and Resident Offices;
  • Acquires required support services for the California Field Office directly from Department central service providers or from commercial sources, often through the Department’s acquisitions processes;
  • Provides telecommunications support related to mobile telephone equipment, voicemail and office equipment such as copiers, fax machines and scanners;
  • Supports requests for visas, assists with the renewal of expiring diplomatic passports and travel credit cards, administers the 2nd passport program, and ensures the required applications are completed for diplomatic passports visas/on behalf of the field office senior management, and coordinates with the Bureau of Consular Affairs to ensure the delivery of visa applications and pick-up of visas from Foreign missions;
  • Records management and disposition advice and guidance;
  • Provides audiovisual and logistical support for conferences and large gatherings;
  • Administers the Manpower and Time keeping functions, collaborating with the office management team and the special agents to ensure that the personnel system is maintained and reflects accurately the office personnel status;
  • Administers on boarding of new agents, transferring agents and employees by creating, transferring and ensuring the validity of computer access profiles and accounts;
  • Facilitates the issuance and administration of the mobile telecommunication devices and acts as liaison with the Service Desk to troubleshoot and reconfigure profiles and accounts for seamless mobile telecommunication service;
  • Employs the Non-Expendable Property Accounting (NEPA) automated system to label, record, generate periodic reports on dollar value of property held, conduct physical inventories of office equipment and furnishings held by the organization, certify inventory accuracy, generate excess property reports, and arrange for removal of excess items; oversee mail and file operations, assist field office Security Officer by coordinating requests for various categories of secured access to both DS and other federal buildings within the CAFO operational area for both DS and contract employees;
  • Serves as an operational information resource to his/her functional chief or supervisor at meetings and conferences on support services matters, provides factual details to the functional chief or supervisor for use in discussing Support Services plans and issues, takes note of opposing points of view, and contributes to oral and written reports for management;
  • Maintains liaison with staff members of relevant Department or external organizations (e.g., various facilities management, supply, and acquisitions offices within the Bureau of Administration, various offices within the Bureau of Diplomatic Security;
  • Performs duties assigned to the Administrative Officer when required;
  • Performs other duties as assigned.

Supervisory Responsibilities:

There are no supervisory duties.

Education and/or Experience:

  • A minimum high school diploma with one or more years of experience in multi-faceted administrative support services.
  • Experience using qualitative and quantitative analytical techniques for use with Excel and PowerPoint in graphing; and calculation of means, modes, standard deviations, or similar statistical measures.

Knowledge, Skills, and Abilities:

  • Must be a US citizen and possess or be able to obtain/maintain a minimum SECRET clearance;
  • Knowledge and skill in applying analytical and evaluative techniques to resolve support services issues or problems of a procedural nature or in which facts and applicable guidelines are clearcut;
  • Knowledge of administrative practices and procedures common to the Department of State organizations, such as those pertaining to areas of responsibility and channels of communication, delegation of authority, routing of correspondence, filing systems and storage of files and records;
  • Ability to conduct interviews with supervisors and employees to obtain information about organizational missions, functions and work procedures;
  • Ability to apply effective critical thinking and knowledge of organizational and office management practices to evaluate the legitimacy and relative priority of requested services, contribute to the development of support services guidelines and procedures, negotiate with service providers, manage projects, and assess the quality of contractors’ performance;
  • A valid driver’s license is required.

Certificates, Licenses, Registrations:

Valid driver’s license, U.S. citizenship, and Secret clearance are required.

Security Clearance:

SECRET Level Required

  • Must have a current US Government SECRET Personnel Security Clearance or be able to successfully complete a U.S. government administered Investigation.
  • Must be a U.S. Citizen.
  • Must also be able to maintain a US Government SECRET clearance.

Physical Demands:

The physical demands that will be required inside the work place and for the position. Must lift, will sit, answer the phone, type on a keyboard, move files, etc.

Travel:

Travel may be required.

Work Environment:

Work is in a standard office environment.

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