Vacant Position: Secretary


DoS Manager: Michelle Frederick, Systems Development and Maintenance Director


Task Purpose:

Global Financial Services Charleston (GFSC), Resource Management (RM) Bureau of the Department of State (DoS) requires the contractor to provide executive administrative support services in the Office of System Development and Maintenance. The Office of Systems Development and Maintenance directs and manages the Systems Development and Maintenance Office. This office is comprised of seven branches that support the maintenance and enhancement of financial systems around the world. This office is part of the RM/DCFO organization, but is located in Charleston since Ms. Frederick works closely with all the areas of RM/GFS to provide applications and support that are essential to the accurate and timely processing of global financial transactions.


Minimum/General Requirements:

  • Graduation from a Two-Year college with at least two years experience in a related field.
  • Superior organizational, oral and written communication skills and the ability to follow directions and have the ability to understand brief explanations of work requirements.
  • Superior level experience with computer applications (Excel, Power Point, Office and Word) is required.
  • Interpret and adapt guidelines, including written policies, precedents and practices.
  • Maintains a close and highly responsive relationship to the office’s day-to-day activities and works fairly independently, receiving a minimum of detailed guidance.


Functional Responsibility:

  • Assists the Director, Michelle Frederick, Management Staff and staff of 40+ employees (contractor and civil service).
  • Handles a wide variety of situations and conflicts involving the clerical or administrative functions of the office that often cannot be brought to the attention of the supervisor
  • Prepares, proof reads, and/or edits correspondence, recurring reports, cables, agendas and like documents.
  • Acts as the division timekeeper using Tatel, for all assigned direct hire personnel. Serves as contact person for absent or tardy notifications.
  • Maintains the master sign in log for time and attendance, annual and sick leave.
  • Schedules and tracks conference facilities, meetings, attendees and calendars for the management team.
  • Maintains the Directors and management teams’ calendars, planning schedules and leave schedules.
  • Reconciles and maintains records for staff phone bills and credit cards
  • Prepares travel orders for division personnel, arranging accommodations, transportation, and travel documents. Reviews contractor travel funding memo and requests for travel compensation hours associated with each travel for accuracy and conformance to SDM and GFS travel policies; Produces and tracks travel orders in e2 for direct-hire staff; Obtains e-tickets for direct hire travelers before commencement of travel; Develops and sends country clearance request; Obtains visas for traveler and advise staff on visa requirements.
  • Assist staff with the renewal of Diplomatic and Tourist passports
  • Delivers, retrieves, opens and routes mail as needed by subject matter. Assists all division personnel with faxing, copying, scanning, requisitioning office supplies, placing service calls, etc. Ensures office supply room is stocked with consumable supplies for use by all division personnel. Sign for and distributes UPS/Fed Ex Packages.
  • Inputs and maintains EERS (filing – tracking) and processes awards.
  • Drafts and clear cables on CableXpress, including ALDACs and SMART.
  • Maintains all civil service training requirements and courses completed through Microsoft Access system called IDP. Manages all training request forms from civil service employees and notifies when training courses are available. Advises managers of required training and office procedures.
  • Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered.
  • Attends and records minutes and notes for meetings requested by management team.
  • Prepares special or on-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc.
  • Screens department’s telephone calls, visitors, or incoming correspondence and provides “solution based” customer service.
  • Maintains and updates the SDM phone directory, organizational graphs/charts, the Who’s Who in Charleston, and etc...
  • Working knowledge/use of: Color Copier, including adding toner, Fax Machine, Color printer, including adding toner, B&W printer, includes adding toner, Digital sender, Shredder and UPS for all staff.

Software Systems Utilized:

Microsoft Office 2007 (Word, Excel, PowerPoint, Publisher and Outlook), TATEL, E2 (GeT) Solutions (Travel System), IDP database system, SMART

Period of Performance:

The contractor employee will work an 8 hour shift with a non-compensated 45-minute lunch (See your Project Manager for work schedule & hours of operation). Additional hours may be required and must be authorized by your Project Manager and DoS Management.


Security Requirements:

All personnel provided under this task order must be able to either possess or obtain a security clearance of SECRET, to be issued by Department of State, Diplomatic Security.

SALARY Requirements:
Please list salary requirements with resume.

Haynes, INC. is an Equal Opportunity Employer.  We do not discriminate against any employee or applicant for employment because of race, color, religion, gender, national origin, age, marital status, disability, veteran status, sexual orientation, or other protected status in any of the terms or conditions of employment.


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