Office Management Specialist for Office of Security Assistance

Visit our website at www.beringstraits.com to apply!

Equal Opportunity Employer/Veterans/Disabled

SUMMARY

Paragon Professional Services (PPS), a subsidiary of Bering Straits Native Corporation, is currently seeking a qualified – Office Management Specialist for Office of Security Assistance.  To recruit, train and support POLADs while advancing and improving the program. There are currently 90 State Department POLADs assigned to U.S. military commands in 12 states and nine countries overseas. The office is comprised of a Director/Coordinator, a Deputy Director , a Special Advisor, a Management Officer, a Management Analyst, a Program Analyst, a UNCLASSIFIED -6- UNCLASSIFIED Training Specialist, a Pathways Intern an Office Manager and interns assigned periodically.

ESSENTIAL DUTIES & RESPONSIBILITIES

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned.

• Serves as E2 travel arranger for the office.
• Assists office staff with obtaining or transferring E2 accounts.
• Obtains visas, passports, and other documentation required for travel. o Initiates and processes requests for travel authorization for all office staff.
• Tracks authorizations to ensure airline tickets are purchased in a timely matter.
• Completes travel vouchers and ensures accuracy. o Prepares and submits expense vouchers for local travel and expenses.
• Serves as timekeeper for the office using Web Tatel system.
• Submits time and attendance bi-weekly.
• Runs the final report for each pay period.
• Obtains appropriate signatures for approval.
• Tracks Comp time, over time, and comp time for travel and trouble shoots discrepancies.
• Maintains the Director’s appointment schedule as directed.
• Assists with the arrival of visitors at SA-01 and their movement through security screening.
• Meets and greets guests on arrival at the office.
• Escorts cleaning and maintenance staff throughout office.
• Maintains file documentation and storage according to applicable FAM.
• Scans, faxes, and shreds correspondence as appropriate.
• Ensures continuous operation of office equipment (printers, fax, copier).
• Ensures the office is properly stocked with office supplies.
• Prepares office correspondence and obtains proper approvals (signatures and permissions). Assists office staff with updating security clearances and building passes.
• Performs records management consistent with best practices.
• Assists with onboarding of new or transferring personnel.
• Maintains office organizations charts and phone lists.
• Maintains a list of desk locations, laptop, and desktop names.
• Assist with requesting and coordinating issuance and installation of information technology, including desk phones (secure and non-secure), mobile devices, laptops and desktops, docking stations, and other needs.
• Works with facilities management to maintain office and conference rooms.
• Liaises with internal and external stakeholders.
• Carries out special projects as directed by supervisor

 QUALIFICATIONS - EXPERIENCE, EDUCATION AND CERTIFICATION

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

One to two years in an administrative position within the federal government (preferably State or DoD).

• 2-year college degree, BA or BS preferred
• Strong research and organization skills.
• Proficient in English.
• Skilled in data entry and computer keyboard commands.
• Typing skills: 40-80WPM
• Strong interpersonal skills.
• Must be highly organized and have excellent oral and written communication skills.
• Able to handle multiple tasks simultaneously.
• Able to work independently.
• Must be able to quickly learn how to use proprietary applications and systems for processing administrative requirements such as travel, time and attendance, and procurement.
• Able to use Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
• Must possess ability to compose and staff office correspondence.

Knowledge, Skills, Abilities, and Other Characteristics

• Secret Clearance

Preferred

• N/A

NECESSARY PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employee must maintain a constant state of mental alertness at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential and marginal functions may require maintaining physical condition necessary for bending, stooping, sitting, walking or standing for prolonged periods of time; most of time is spent sitting in a comfortable position with frequent opportunity to move about.

DOT COVERED/SAFETY-SENSITIVE ROLE REQUIREMENTS

• This position is not subject to federal requirements regarding Department of Transportation “safety-sensitive” functions.

WORK ENVIRONMENT

Work Environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job. 

Job is performed in an office setting with exposure to computer screens and requires extensive use of a computer, keyboard, mouse, and multi-line telephone system. The work described herein is primarily a modern office setting. Occasional travel may be required.

SUPERVISORY RESPONSIBILITIES

• No supervisory responsibilities.

ADDITIONAL QUALIFYING FACTORS

As a condition of employment, you will be required to pass a pre-employment drug screening and have acceptable background check results. If applicable to the contract, you must also obtain the appropriate clearance levels required and be able to obtain access to military installations.

Shareholder Preference.  BSNC gives hiring, promotion, training and retention preference to BSNC shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

Bering Straits Native Corporation is an equal opportunity employer. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender, or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law.

Equal Opportunity Employer/Veterans/Disabled

We participate in the E-Verify Employment Verification Program. We are a drug free workplace.