Staff Assistant Work Location: Arlington, VA Kwáan Tech is seeking highly qualified administrative professionals to join our team in support of the Department of State. Core Duties: Coordinate with Office Directors to facilitate communication between the DAS, liaison officers, and other relevant staff. Provide Front Office coverage in lieu of absence of Special Assistant(s) Manage meeting requirements with senior Department of State (DOS) officials, other non- DOS parties, and Inter-Agency parti... more details
Job Title
Staff Assistant
Job Description
Staff Assistant
Work Location: Arlington, VA
Kwáan Tech is seeking highly qualified administrative professionals to join our team in support of the Department of State.
Core Duties:
Coordinate with Office Directors to facilitate communication between the DAS, liaison officers, and other relevant staff.
Provide Front Office coverage in lieu of absence of Special Assistant(s)
Manage meeting requirements with senior Department of State (DOS) officials, other non- DOS parties, and Inter-Agency parties. Ensure location or telecommunication capability is available as necessary.
Provide detailed administrative support, to include maintenance of reports, and review of daily correspondence and key items that directly impact staff in internal and external offices. Collect materials, reports, or agendas prior to any meetings/briefings.
Perform other duties and complete special projects as assigned and directed by the DAS, Special Assistant, and/or senior management.
Drafts reports and official correspondence pertaining to a variety of administrative functions and services
Analyzes policy information to develop program and/or administrative processes to ensure compliance requirements are fulfilled
Analyzes and evaluates proposed changes in mission and/or operating procedures
Coordinate routine correspondence with all Regional Directors (RD), Desk Officers (DO), and other DS Directorates and DOS executive staffers, ensuring correct punctuation, capitalization, spelling, grammar, and style.
Track and maintain task force rosters related to any HTHR Post evacuations 11. Receive, review, format, and disseminate DS Directorate tasks to include, but not limited to: travel requests, press guidance, Weekly Activity Reports, Post Staffing Numbers, Posts of Concern, Deputies Committee and Counterterrorism Security Group Bullet Points, and intra/inter Departmental clearance requests
Management of Task Tracker tasks pertaining to supported organization
Provide administrative support for reports, briefing presentations, and special projects 16. Assist in preparation of staff papers, policy directives, action memoranda, and information memoranda to be used by Department Principals
Proofread outgoing items to ensure compliance with format guidelines and make edits to bring them into compliance as necessary
Utilizes database management, project management, and other management processes to keep track of project activities, inquiries, and requests to track status through completion
Provide direct support and planning for International workshops / conferences
Collect and process time and attendance to include leave, overtime, and premium compensation requests for Staff
Maintain and organize time and attendance files for tracking/historical record in anticipation of OIG inspections or audits
Assist with coordination and management of any Directorate special projects 24. Be responsible for training administrative services personnel
Assist in developing administrative processes and procedures for use by directorate staff.
Travel Requirements
0 - 10%
Salary Grade
Job Requirements
Requirements:
US Citizenship
Undergraduate degree from an accredited institution or a minimum of one to three (1-3) years administrative experience
Highly proficient in Microsoft Office Suite
Experience and capabilities working with varying types of database software
Possess a willingness to learn specific program requirements of the position
Reliability, flexibility, maturity, and the ability to interact with all levels of personnel and departments within Department of State
Attention to detail, strong follow-through skills, and ability to maintain confidentiality
Working knowledge of SharePoint
Familiarity with foreign affairs agencies. Ability to communicate effectively, both orally and in writing, with superiors, colleagues, business professionals, and the public
Excellent interpersonal skills working with individuals at all levels within the organization
Experience drafting and editing professional reports and documents for senior officials
Possess strong multi-tasking skills with the ability to work effectively and efficiently in a high-volume work environment
Ability to work in a fast-paced environment to meet deadlines and handle pressure situations is a must
Possess excellent organizational skills
Ability to work independently on projects and issues within established policy guidelines
Category
Administrative / Clerical
Location
Arlington (DOS) - Arlington, VA 22209 US (Primary)
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