Administrative Assistant III

Goldbelt, Inc.•District of Columbia, DC

About The Position

The Administrative Assistant performs work of a general office support nature that encompasses a variety of different duties and responsibilities under tight deadlines. This position works within the Bureau of Consular Affairs (CA) Office of Public and Congressional Affairs (CA/P). The role assists CA/P leadership and staff on a variety of administrative support and general office duties while drawing on a basic knowledge base of federal government operations.

Requirements

Excellent organizational skills.
Work independently with minimal supervision.
Excellent analytical and reasoning skills.
Exceptional writing and editing skills.
Expert knowledge of office software: Microsoft products (Word, Excel, PowerPoint), E2 Solutions, SharePoint, GSD Tracker, and GSA Advantage. Leading little to no guidance to complete tasks.
Extraordinary communication and interpersonal skills required to work in a team setting and interact with other coworkers, supervisors, Department of State personnel, and other agencies.
Must be a U.S. citizen and possess or obtain/maintain a minimum a SECRET clearance.
Bachelor’s degree in any field.
10+ years’ experience working in an administrative position.

Responsibilities

Assists with answering telephone calls: screens calls, takes messages, and directs calls to the appropriate staff member or office.
Greets visitors and provides assistance at the office front desk; responsible for escorting new employees and guests to and from the office, in addition to throughout the building, as appropriate. Welcomes guests and notify employee of their arrival.
Performs and certifies time and attendance records for all pay plans and types of leave following appropriate requirements and regulations. Tracks transition and foreign service rotation plans for the office. Coordinates leave schedule for office personnel.
Maintains office email distribution lists and access to organizational calendars and internal SharePoint/Teams channels. Adds and removes users as required. Forwards all reports to the appropriate office for processing and maintaining archives according to records management rules.
Updates the CA/P office directory, organizational chart, telephone tree, etc., for internal office use and updates and reviews contact information is accurate on CA Web for Department use.
Responsible for onboarding new staff. Ensure new employees’ accounts are transferred and coordination the creation of new accounts for new Department employees. Liaising with CST and DT so that IT equipment for in-office and remote work is provided including requests for government cell phones. Maintains update-to-date onboarding packet of materials provided to new staff. Assists with check out process for departing employees.
Maintaining and ordering office supplies using ARIBA, GSD Tracker, and GSA Advantage. Monitor automation equipment: copier machine function, copier usage, scanner function etc. Inventories basic office supplies.
Creates travel authorizations and processes vouchers using E2 Solutions for all CA/P staff. Research travel plans, including obtaining choices of airline flights and hotels and making final reservations when necessary. At conclusion of travel, file final voucher including scanning receipts. Report final approval to traveler.
Coordinates meetings/seminars/conferences domestically and overseas, virtually and in-person. Coordinates event requirements and documents with overseas posts.
Prepare briefing materials. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries.
Develop, maintain, and routinely update stakeholder contact information for all CA/P units including diaspora groups, travel and tourism industry, national media, social media influencers, and Congressional, state and district offices.
Update newsletter/email distribution lists for Consular Outreach Overseas, CA Daily News Clips and Consular Notification and Access law enforcement subscription to include adding and removing names on request, updating emails within the service provider (i.e. Salesforce or GovDelivery) and creating new templates for newsletter that are easy to read and visually appealing.
CA/P Unit Support: Press Team: submitting interview requests through GPA reviews; develop and maintain office rotation calendar and press duty calendar.
Congressional Affairs Unit: maintain template and repository of Bio Cards for Members who ask for briefings most frequently; update travel.state.gov/congress website (internal side), ensure post contacts are updated frequently and work with Country Desks to update Foreign Embassies in D.C./U.S.
State.Gov website team: review website customer feedback and route to correct POCs; review the broken link report and determine the correct URL; notetaking for Web Working Group meetings and user experience testing sessions.
Outreach Team: submitting GPA speaking requests through GPA Reviews; managing audio and visual equipment checkout processes, ensuring equipment is returned on schedule and any damage is reported to Outreach Unit Chief.; scanning Department Principals’ and partners’ social media accounts for possible retweets.
Consular Notification and Access (CNA) Team: assists with packaging and mailing requested materials; relaying phone calls/messages, monitoring fax machine, and forwarding emails for CNA response; maintaining the Foreign Embassy contact website on travel.state.gov.
Responsible for other duties as assigned.