Staff Assistant (Active Secret Clearance Required)

CMT Services Inc•Washington, DC, DC

3d•Onsite

About The Position

CMT Services Inc. is a small business supporting Federal, State, and Local government agencies. The Staff Assistant supports the PPT Deputy Assistant Secretary (DAS) and Managing Directors (MDs), who direct HQ operations, 29 passport agencies and centers, and nearly 8,000 acceptance facilities issuing about 20 million passports annually. The role keeps information moving through PPT and Consular Affairs by facilitating the timely clearance of Department papers. The position reports to the XSI Contract Supervisor and is on-site in Washington, DC. The Staff Assistant processes incoming materials, routes taskers and papers for review and clearance, monitors their status across multiple systems, and ensures submissions respond to tasking and follow Department and CA guidance. The role also maintains records and collaboration sites, coordinates meetings and executive communications, researches regulations, trains staff on processes, and follows standards for conduct, internal controls, privacy, and safeguarding Personally Identifiable Information.

Requirements

U.S. citizenship.
Maintain an active SECRET security clearance.
Two years of experience.
Proficiency in Microsoft Office, including SharePoint and Outlook.
Strong written editorial skills and ability to draft strategic communications for multiple audiences.
Understanding of Department papers, the clearance process, and CA/PPT operations.
Ability to coordinate multiple lines of communication across organizations and meet deadlines in a fast-paced environment.
Resourceful team player who can also work effectively alone and exercise good judgment.
Bachelor's degree.

Responsibilities

Read and analyze incoming memos, submissions, and reports, and plan their distribution.
Manage SharePoint/ETS taskers by assigning them to the appropriate divisions, confirming clearances below the MD/I and MD/S are obtained before escalation, following up, and reporting status.
Send CA Front Office (CA/FO) taskers, memos, and papers to PPT offices to gather information and clearances.
Check that each paper fully answers its tasking and follows Department and CA format and grammar guidance.
Monitor clearances across SharePoint, email, and MS Teams, and clear past-due and short-fuse taskers.
Direct the flow of information among the office, CA/FO, other Department entities, and federal agencies.
Store signed memos in unclassified and sensitive libraries and maintain SharePoint and CAWeb.
Schedule meetings, manage Outlook calendars, and coordinate executive communications.
Research regulations using independent judgment regarding program effectiveness and productivity.
Attend weekly CA/FO meetings on clearance-system changes.
Act as Special Assistant when the government Special Assistant is absent.
Train working-level offices and PPT HQ administrators on staff assistant processes.
Adhere to standards of conduct, internal controls, the Privacy Act, and requirements for safeguarding Personally Identifiable Information (PII).