Office Manager
- Employer
- USAJobs
- Location
- Washington, D.C
- Posted
- Jan 28, 2023
- Closes
- Feb 04, 2023
- Function
- Management, Program Manager
- Industry
- Government and Public Services, Federal
- Career Level
- Experienced (Non-Manager)
- Hours
- Full Time
Duties
The Office of the Chief Administrative Officer (CAO) provides operations support services and business solutions to the community of 10,000 House Members, Officers and staff. The CAO organization comprises more than 650 technical and administrative staff working in a variety of areas, including information technology, finance, budget management, human resources, payroll, child care, food and vending, procurement, logistics and administrative counsel.
This position is located in the House Creative Services Department, Customer Experience Center (CEC), Office of the Chief Administrative Officer (CAO), U.S. House of Representatives (House). The Customer Experience Center communicates, markets, brands, and delivers customer service to the House community. House Creative Services is a one-stop shop for photography, videography, and creative service needs. This position serves as the Office Manager.
Key responsibilities include managing all administrative functions for the Department; working closely with and/or serving as representative of the Director on a wide variety of complex managerial and technical special assignments, long-range planning efforts, and the administrative support concerning day-to-day office operations; and providing feedback, guidance, and recommendations to Department management regarding sensitive and confidential issues.
Grade level at time of appointment is determined by experience and designated level of responsibility. The position has day-to-day supervisory/managerial responsibilities.
This position has access to Personally Identifiable Information (PII).
Primary Duties/Responsibilities :
• Manages all administrative functions for the Department; provides day-to-day administrative support for management and staff as required. Prepares, reviews, and edits sensitive and confidential reports, memoranda, and correspondence.
• Serves as representative of the Director on a wide variety of complex managerial and technical special assignments, long-range planning efforts, and the administrative support concerning day-to-day office operations.
• Develops and maintains general working knowledge of all aspects of the Department, and a general understanding of the Business Unit and Office of the CAO at-large, as well as applicable legal requirements, House Rules, Committee and CAO policies and procedures, and specific Business Unit and Department practices and procedures.
• Provides feedback, guidance, and recommendations to Department management regarding sensitive and confidential issues.
• Conducts complex analyses, including synthesizing large amounts of data/information to inform organizational decision-making.
• Oversees Accounting duties which include scheduling of resources, creating and logging work orders, calling Member offices, billing Members offices, mailing monthly statements to Members, and reconciling invoices.
• Oversees work request coordination; consistently tracks and monitors progress to ensure activities are on target according to schedule and resources.
• Maintains close liaison with relevant contract personnel to ensure all aspects of contract performance are met and documented; coordinates with and keeps senior management informed of all relevant contract related issues.
• Compiles House Creative Services' administrative vouchers for approval by the Director and forwards approved vouchers to the Office of Finance for Disbursement. Processes receivers in PeopleSoft in a timely manner and forwards to the Office of Finance for payment. Creates and reviews purchase requests and purchase orders in PeopleSoft for House Creative Services acquisitions.
• Assigns work to subordinates based on priorities, difficulty of assignments, and capabilities of employees; provides technical oversight of work on a continuous basis.
• Assists with handling incoming calls; answers routine inquiries, tracks, forwards, and/or takes messages as appropriate, and ensures that adequate phone coverage is maintained during official business hours.
• Maintains and grows trust with high-level customers and ensures their feedback is gathered, analyzed, and implemented.
• Manages inventory control of equipment; maintains property accountability records to assure clean inventory audits and ensures that office equipment is maintained in serviceable condition.
• Orders equipment and supplies and manages equipment repairs.
• Prepares monthly billing for Members offices; ensures that charges are accurate.
• Manages all House IDs issued to the office staff, temps, and vendors.
• Manages and completes special projects for the Director.
• Manages all parking requests for office staff.
• Manages all transit benefits for office staff.
• Performs other official duties and special projects as assigned.
Requirements
Conditions of Employment
Qualifications
• Bachelor's degree in Business Administration, or Public Administration or related degree.
• Experience coordinating and monitoring the functions of administrative services within an office, managing procurement
• 5+ Years planning and directing the work of subordinate staff and advising management regarding the development of policies and procedures to enhance operational efficiency.
• Contract Officer Representative (COR) certification preferred.
The Office of the Chief Administrative Officer (CAO) provides operations support services and business solutions to the community of 10,000 House Members, Officers and staff. The CAO organization comprises more than 650 technical and administrative staff working in a variety of areas, including information technology, finance, budget management, human resources, payroll, child care, food and vending, procurement, logistics and administrative counsel.
This position is located in the House Creative Services Department, Customer Experience Center (CEC), Office of the Chief Administrative Officer (CAO), U.S. House of Representatives (House). The Customer Experience Center communicates, markets, brands, and delivers customer service to the House community. House Creative Services is a one-stop shop for photography, videography, and creative service needs. This position serves as the Office Manager.
Key responsibilities include managing all administrative functions for the Department; working closely with and/or serving as representative of the Director on a wide variety of complex managerial and technical special assignments, long-range planning efforts, and the administrative support concerning day-to-day office operations; and providing feedback, guidance, and recommendations to Department management regarding sensitive and confidential issues.
Grade level at time of appointment is determined by experience and designated level of responsibility. The position has day-to-day supervisory/managerial responsibilities.
This position has access to Personally Identifiable Information (PII).
Primary Duties/Responsibilities :
• Manages all administrative functions for the Department; provides day-to-day administrative support for management and staff as required. Prepares, reviews, and edits sensitive and confidential reports, memoranda, and correspondence.
• Serves as representative of the Director on a wide variety of complex managerial and technical special assignments, long-range planning efforts, and the administrative support concerning day-to-day office operations.
• Develops and maintains general working knowledge of all aspects of the Department, and a general understanding of the Business Unit and Office of the CAO at-large, as well as applicable legal requirements, House Rules, Committee and CAO policies and procedures, and specific Business Unit and Department practices and procedures.
• Provides feedback, guidance, and recommendations to Department management regarding sensitive and confidential issues.
• Conducts complex analyses, including synthesizing large amounts of data/information to inform organizational decision-making.
• Oversees Accounting duties which include scheduling of resources, creating and logging work orders, calling Member offices, billing Members offices, mailing monthly statements to Members, and reconciling invoices.
• Oversees work request coordination; consistently tracks and monitors progress to ensure activities are on target according to schedule and resources.
• Maintains close liaison with relevant contract personnel to ensure all aspects of contract performance are met and documented; coordinates with and keeps senior management informed of all relevant contract related issues.
• Compiles House Creative Services' administrative vouchers for approval by the Director and forwards approved vouchers to the Office of Finance for Disbursement. Processes receivers in PeopleSoft in a timely manner and forwards to the Office of Finance for payment. Creates and reviews purchase requests and purchase orders in PeopleSoft for House Creative Services acquisitions.
• Assigns work to subordinates based on priorities, difficulty of assignments, and capabilities of employees; provides technical oversight of work on a continuous basis.
• Assists with handling incoming calls; answers routine inquiries, tracks, forwards, and/or takes messages as appropriate, and ensures that adequate phone coverage is maintained during official business hours.
• Maintains and grows trust with high-level customers and ensures their feedback is gathered, analyzed, and implemented.
• Manages inventory control of equipment; maintains property accountability records to assure clean inventory audits and ensures that office equipment is maintained in serviceable condition.
• Orders equipment and supplies and manages equipment repairs.
• Prepares monthly billing for Members offices; ensures that charges are accurate.
• Manages all House IDs issued to the office staff, temps, and vendors.
• Manages and completes special projects for the Director.
• Manages all parking requests for office staff.
• Manages all transit benefits for office staff.
• Performs other official duties and special projects as assigned.
Requirements
Conditions of Employment
- USAJobs Conditions of Employment
Qualifications
• Bachelor's degree in Business Administration, or Public Administration or related degree.
• Experience coordinating and monitoring the functions of administrative services within an office, managing procurement
• 5+ Years planning and directing the work of subordinate staff and advising management regarding the development of policies and procedures to enhance operational efficiency.
• Contract Officer Representative (COR) certification preferred.