Visa Specialist

Washington, DC
Level/Salary Range: 
HR Contact: 
William Keating
Job Category: 
Security Clearance Required: 
Position Type: 
Full Time

The Visa Specialist opening is a full time position in Washington, D.C in support of a federal government contract.


• Ability to remain flexible and adaptable in fast paced environment and follow instructions and established procedures
• Attention-to-detail is paramount
• Excellent data entry skills, filing and file retrieval skills
• Ability to effectively and politely interface with the public
• Ability to comprehend and communicate in a professional and courteous manner over the telephone, in person, and in writing
• Ability to learn and recall information about administrative procedure and the rules and regulations pertaining to those department procedures
• Ability to work independently and as a member of the team to effectively interact with personnel at all levels

Duties & Responsibilities:

• Implement and support overall coordination of CA/VO/DO office administration, including coordinating within CA/VO/DO and other CA/VO offices and CA directorates, as well as with other Department of State (DOS) bureaus.
• Arrange meeting logistics, including locations and necessary technological support.
• Maintain and update office and Director’s calendars, staffing rosters, organizational charts, email distribution lists and seating charts.
• Maintain and update VO’s SharePoint site.
• Achieve a high level of expertise in a multitude of DOS systems such as ARIBA, TATEL, GSD Tracker, and E2 Travel Solutions.
• Prepare and edit written communications following the Visa Office and CA style guides using a variety of office software, including Microsoft Office Suite.
• Create and submit authorizations and vouchers using the online Travel Manager System (E2) and coordinate logistics for Government travel.
• Enter and maintain employee timekeeping records for assigned VO/DO staff.
• Create and maintain the Duty Officer and Duty Director schedules and facilitate turnover of the Duty Officer materials. Depending on abilities, may assist the VO/DO Deputy Director in managing the duty officer program by maintaining up to date duty materials and training duty officers.
• Assist with human resource functions to include screening, interviewing, and check-in of interviewees; tracking current position descriptions and vacancies.
• Request, track, and provide basic maintenance for government equipment, including landlines, mobile fobs, and basic office equipment such as toner for printers.
• Engage and track the requests for service from the appropriate provider for IT issues, cleaning services, and similar office needs.
• Input and track contract requisition requests on behalf of the COR and Management Officer.
• Understand the entire Visa Office structure so as to be able to develop, update, and improve public and internal forms and web sites supporting VO offices, such as the Who’s Who, Global Address List, Visa Office phone list, and other contact lists or directions.
• Draft written products such as letters and memoranda in response to requests or taskings, including input from interested offices, requiring minimal revision.
• Arrange for proper disposal of sensitive information, property, and other items in accordance with Department guidelines.
• Once proficient in the appropriate tasks, train executive assistants and other new personnel regarding all of the above, as assigned.
• Serve as back up to other VO and CA/Front Office Management Specialists (or contracted Executive Assistants) as needed.
• Other duties as assigned.

Education / Experience Required: 

• Minimum High School diploma, and;
• Two (2) years of general office experience, including;
• Experience utilizing a variety of office software, specifically: MS Word, MS Power Point, MS Excel, MS SharePoint, and MS Outlook.

To apply, send your resume to Please include the position title in the subject line.
Quality Support, Inc. is an Equal Opportunity / Affirmative Action employer.
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