Staff Assistant

Delaware Nation Industries • Washington, DC

7d • $110,000 - $115,000

About The Position

The purpose of this task order is to provide professional services in the form of one (1) Junior Staff Assistant, who will support the R/PPR front office by performing the tasks described in this Statement of Work.

Requirements

• Knowledge of administrative management and organization principles, concepts, methods, and practices to provide a variety of administrative support functions that contribute to the smooth and efficient operation of the office.
• Ability to interact effectively with individuals at various levels to provide advice, information, and assistance.
• Ability to work cooperatively in a team environment in order to meet the demands associated with a high volume, results-driven office.
• Ability to plan, organize, and prioritize work to efficiently accomplish multiple, concurrent assignments with tight deadlines.
• Demonstrated mastery of the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), timekeeping system(s), and social media account(s) in order to prepare, present, and exchange program information.
• Ability to communicate effectively, both orally and in writing, to provide information and assistance, draft a variety of written documents, explain policies and procedures, and establish and maintain liaison.
• A Bachelor’s Degree.
• Ability to maintain a security clearance at the Secret level.

Nice To Haves

• Knowledge of applicable Department of State administrative rules, regulations, policies, and procedures, particularly concerning time and attendance, document clearances, and travel, to ensure compliance with applicable requirements.

Responsibilities

• Coordinate with R/EX as necessary on all supplies, repairs and general office maintenance requirements.
• Coordinate provision of computer equipment and software for senior leadership, including submitting tickets and following up for technical support.
• Ensure proper planning for provision of new equipment for new office or bureau staff.
• Provide support for time and attendance for office or bureau employees, managing timesheets and monitoring hours worked and vacation, sick, and travel leave.
• Manage onboarding requirements for new contract and direct hire staff.
• Manage office or bureau records in accordance with the Department’s records management policies.
• Manage calendars and schedules for senior leadership.
• Make administrative arrangements for conferences and meetings, apprise participants of necessary details, and ensure that all references and background documents are available.
• Schedule conference rooms and ensure that all technical requirements for computer systems, video conferencing and or/teleconferencing are arranged in advance.
• Prepare a physical and/or electronic binder outlining each coming day’s activities and compiling relevant preparatory paper for senior leadership.
• Track due-outs and follow-up items from senior leadership’s interactions, draft email and written correspondence as needed, and assign action to others as appropriate.
• Process incoming and outgoing materials including correspondence, reports, memoranda, and other written communications.
• Assign review and clearance responsibilities for incoming materials to subject matter experts and monitor completion.
• Assign responsibility for drafting specialized correspondence, memos, briefing materials, presentations, and other informational products to subject matter experts.
• Provide guidance, feedback, and editing support to drafters of informational products.
• Edit letters, compose reports, review correspondence for accuracy and completeness, prepare presentation outlines, develop standard or form letters, and reply to inquiries.
• Develop background information and prepare outlines for senior leadership’s briefings, papers, and correspondence/reports.
• Prepare varied documents such as newsletters, brochures, flyers, special reports, briefings, manuals, etc. by integrating and laying out text and graphics on a page; adjusting the size of charts, graphs and pictures; applying publishing capabilities to enhance the presentation of data; changing tables to graphs; adding boxed explanatory text; highlighting/shadowing material; superimposing graphs with other graphs or clip art; importing graphics into text, etc.
• Arrange travel for office or bureau leadership, including securing travel and hotel reservations, processing travel authorizations, and preparing vouchers upon traveler's return.
• Prepare and gather all relevant trip materials for leadership travel and compile into a physical and/or electronic binder.
• Liaise with managers and staff in other Department bureaus.

Benefits

• Covers 100% of employee benefit premiums, including Medical (PPO or HDHP Option), Vision, Dental
• Matching 401K
• Short- and Long-Term Disability
• Pet Insurance
• Professional Development/Education Reimbursement
• Parking and Transit Benefits for NY, NJ, ATL, and DC Metro areas

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level