Summary:

Summary

Operations Support Specialist will provide administrative support to the Bureau of Medicine. The incumbent must be proficient in standard office computer programs to include Microsoft Office, Microsoft SharePoint, Google Earth, Adobe Acrobat, and other standard office computer programs. The incumbent will provide direct administrative support the Office Director and other high level officials throughout the Department of State.

Essential Functions

May be any or all depending upon the role

• Program Support
• Office Management Support
• Communications Support
• Scheduling Support
• Information Management Support
• Travel Support
• Budget Support
• HR Support

Competencies

• Responsible for creating and maintaining Official Personnel Files for new hires (Civil servants, Foreign Service Officers, and medical specialists, personal service contractors, WAEs)
• Responsible for digitizing in office files in preparation for telework and to adhere to the regulations in the Records Management Schedule
• Assisting the program office with collecting required paperwork from Direct Hires across the MED Bureau and around the world including, but not limited to: new hire paperwork, Time & Attendance sheets, Physicians Comparability Allowances, and various official memorandums.
• Preparing meeting materials for program office and scheduling meetings for the program office supervisor
• Updating project status reports on hiring various types of Direct Hires and Personal Services Contractors
• Using the Global Employment Management System (GEMS) for fact checking critical personnel data for HR and other EX offices (LCM and Budget)
• Serving the program office as a Bureau Awards Coordinator (BAC) on GEMS by assisting with processing several types of awards awarded to Direct Hires
• Conducting security briefings to new hires on behalf of DS for the office of the Medical Bureau during COVID-19 Phases
• Managing office supplies and serving as POC for work orders
• Conducting work order audits to ensure they are completed in a timely manner
• Collecting statistics and surveys regarding teleworking on a daily basis
• Attending online seminars on various DOS HR related topics and providing key points to direct supervisor
• Attending Foreign Service Institute (FSI) and other State Department Specific HR training courses
• Creating new hire orientation packets and serving as POC for the new hires to ensure they are given a security briefing, are able to acquire a badge from the ID Unit, and ensuring they turn in all of their new hire paperwork
• Scanning and sending new hire paperwork and other HR related Personnel Actions to appropriate external HR offices for processing
• Performing other special HR projects as needed

Supervisory Responsibility

None required for this position

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

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.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as required by business need.

Travel

Travel is primarily local during the business day, although some out of the area travel and overnight may be expected.

Experience

3 Years of Microsoft Office '

Education

Bachelors Degree Preferred

Additional Eligibility Qualifications

None

Security Clearance

Must possess or be able to obtain/maintain a SECRET security clearance

Compensation and Benefits:

The expected compensation range for this position is $65,000.00-$78,000.00 per year. We offer comprehensive benefits that allow you to balance work and life. A benefits summary is available from this link:

Drug Free Workplace

All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

AAP/EEO Statement?

All Native Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.