Position:  Office Management Specialist I
Location:  Springfield, VA
Job Id:  430
# of Openings:  1

Infinity Technology, LLC, a nationally recognized information technology and professional services company, is currently seeking a Office Management Specialist I.  Duties encompassing, but not limited to the following, may fall into the office management field: updating and maintaining appointment calendars, setting up appointments and meetings, opening incoming mail and routing it to appropriate individuals, organizing and maintaining filing systems, making travel arrangements, escorting and receiving visitors to the office, gathering data from various sources, compiling information for reports and records, formatting, proofreading and editing of the material of others, implementing office procedures, composing letters for the signature of the Program manager, setting up and maintaining data bases, track that outgoing correspondences are accurate, properly formatted and on time. The Office Management Specialist works under the close guidance and instruction of the Program Manager.

Essential Duties and Responsibilities:

Office Management:
  • Performs office procedures under the close guidance of the Program manager and office staff;
  • Schedules office events and tracks deadlines;
  • Manages and maintains the office filing system;
  • Performs administrative requirements for the office and coordinates administrative matters with other offices. Administrative Support:
  • Makes travel arrangements for the office and prepares travel vouchers;
  • Prepares time and attendance records for the Program manager and office staff;
  • Orders office supplies and equipment;
  • Organizes repairs of office equipment. Secretarial Support:
  • Types cables, memoranda, letters, formal notes and papers;
  • Drafts routine correspondence; proofreads documents received from other offices for the Program Manager’s signature;
  • Organizes and prioritizes documents for the Program manager;
  • Receives visitors;
  • Screens and facilitates telephone inquiries;
  • Maintains a professional atmosphere in areas of responsibility;
  • Exercises professional telephone etiquette;
  • Make appointments for the Program manager, opens and distributes mail, files, makes copies and performs other secretarial duties as requested;
  • Exercises time management and prioritization of tasks to meet deadlines. Conference and Visit Support Functions:
  • Works with visit control managers to plan and coordinate conferences and visits for the office.
  • Provides administrative and secretarial support for VIP visits.
  • Assists with formal functions (prepares contact/guest lists and invitations and tracks responses);
  • Perform other duties as required;
  • Employee will require supervision and has limited opportunity to exercise independent judgment and initiative in the line of work.

Professional Qualifications/Skills:

  • Must possess a high school diploma, Associate’s Degree preferred, together with three (3) years of relevant office management experience;
  • Basic knowledge of and experience with secretarial, administrative or office management functions;
  • Demonstrate a superior command of the English language to include grammar, spelling and punctuation;
  • Typing proficiency of at least 65 words per minute;
  • Basic knowledge of and experience with word processing, databases and spreadsheets and be able to operate office equipment (PCs, faxes, phones, copying machines, etc.). Applicants must have a demonstrated proficiency in Microsoft Office Word, as well as other commonly used programs (e.g. SharePoint, Outlook, Excel, Adobe Acrobat and Power Point).
  • Ability to handle multiple tasks simultaneously.

Security Clearance:

Must be a U.S. citizen and possess or be able to obtain/maintain a SECRET clearance.
Now is an exciting time to become a part of our enthusiastic, highly professional team. We are looking for candidates that want to contribute and be part of a dynamic team where everyone's ideas and contributions make a difference.

In return for your expertise, Infinity offers a competitive compensation package based on your experience and qualifications in addition to an excellent benefits package.  Highlights include Medical, Dental, Vision, 401k and matching, LTD and Life Insurance in addition to paid holidays and Paid Time Off.
Infinity Technology, LLC is proud to be an Affirmative Action/Equal Opportunity Employer. Infinity Technology provides equal employment opportunity for all persons, in all facets of employment. We encourage veterans, disabled veterans and disabled individuals to apply for any open position for which they feel they are qualified.
Disclaimer:  The above position description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.  

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