Job Title: OMS SPEHA Staff Assistant II
Department: Operations – Services
Reports To: RavenTek Program Manager
Location: Washington, DC with Flexibility for Telework
Schedule: Monday - Friday
Hours: Full-time, 40-hours/week
FLSA Status: Exempt
Clearance: Secret
Position Summary
The OMS SPEHA Staff Assistant II will support the Department of State (DOS), Special Presidential Envoy for Hostage Affairs (S/SPEHA), providing support to other Units and Offices within the DOS to ensure the success of the program's mission. The performance of the OMS SPEHA Staff Assistant II position is key to RavenTek’s performance on the DOS CT contract, and therefore RavenTek’s mission to support the Department of State.
Essential Duties and Responsibilities
- Manage the office's daily affairs and serve as key liaison person with hostage affairs key personnel from USG entities and foreign governments.
- Manage activities, meetings, and conferences, oversee domestic and international travel arrangements, and budget for conference expenditures and travel.
- Assist other staff in coordinating the production of information and materials (e.g., written policy guidance, strategy, information and action memoranda, texts of speeches and articles, congressional testimony, talking points, and background information related to negotiations or other efforts in resolving problematic interagency or international relationships).
- Ensure timely action by relevant managers and staff on action items received requiring action by the Special Presidential Envoy; review draft materials and make or suggest changes as appropriate, anticipating questions likely to be raised.
- May be required to travel and provide briefings to senior leadership as directed by the Special Envoy.
- Provide support, managerial and analytic, to the senior leadership of the office.
- Review documents and incoming mail, paper and electronic, for content to assign appropriate action/distribution within the Office of the Special Presidential Envoy for Hostage Affairs.
- Receive and make the appropriate disposition of a high volume of incoming requests from officials in and outside the Department for meetings, conferences, speaking engagements, and attendance at major public forums. Coordinate such requests with relevant staff to ensure timely action is taken on all requests.
- Ensure that appropriate material requiring action is brought to the attention of the Special Presidential Envoy. Likewise ensure that information and guidance emanating from the Special Presidential Envoy is promptly conveyed to the other staff.
- Alert the Special Presidential Envoy to changes in policy or events impacting efforts to resolve international impasses related to how governments respond to terrorism.
- Prioritize tasking requests for memoranda and other information in accordance with directives of the Department’s Executive Secretariat and under appropriate Government supervision. Also, track and monitor the status of memoranda and correspondence within the bureau.
- Review all outgoing documents for proper format, consistency, grammatical accuracy, completeness, and alacrity, make necessary directions, or return to originator for changes.
- Advise Office of the Special Presidential Envoy for Hostage Affairs personnel of overdue items, upcoming deadlines, the priority of issues, and the format of materials required for the Office’s mission in accordance with Department of State Regulations and under appropriate Government supervision.
- Must be able to effectively communicate with others verbally and in writing.
- Enter actual time worked, once complete, at the end of the day, or no later than 10:00 a.m. the following workday, and submit timesheets at the end of each pay period.
- Monitor and respond to RavenTek email a minimum of 3 times per week.
- Complete required compliance training as assigned.
- Other duties as assigned.
Qualifications, Knowledge, and Critical Skills
- Intermediate knowledge of Microsoft Office suite and ability to learn the use of Department, bureau, or office databases as required.
- Strong oral and written communication skills and tact when interfacing with other offices, individuals, and institutions.
- Ability to prioritize and work on tasks simultaneously in a fast-paced environment.
- Ability to work in a team environment in a positive manner.
- Can maintain a high level of professionalism in a fast-paced work environment.
- Ability to work both independently and under supervision.
- Prior knowledge and experience with the Federal Travel Regulation (FTR), with applicability within the Department of State preferred.
- Familiarity with a variety of computer systems, including travel systems, preferred.
- Some familiarity with basic foreign policy, economic and development principles, and international institutions is preferred.
Education & Work Experience
- Background in international affairs, national security studies, and foreign policy.
- Four (4) years of relevant experience required.
- Bachelor’s degree required.
Certifications, Licenses
Special Requirements
- Must possess a Secret clearance.
Work Environment
Employee will be working indoors in an office environment with other people. Potential moderate temperature fluctuations. Typical indoor and computer related noise level, and typical office, paper, and equipment related dust. Exposure to video display terminals occurs on a regular basis.
Physical Demands
To successfully perform the essential functions of the job, the employee needs to be able to sit at a workstation for extended periods; use hand(s) to handle or feel objects, tools, or controls; reach with hands and arms; talk and hear; see to read printed materials and computer screens; mobility to work in a typical office setting. Ability to work on desktop or laptop computer for extended periods of time reading, reviewing/analyzing information, and may be required to provide recommendations, summaries and/or reports in written format. Must be able to effectively communicate with others verbally and in writing. Employee must be able to lift and/or move moderate amounts of weight, typically up to 20 pounds. Regular and predictable attendance is essential.
ADA: RavenTek will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
EEO/AA: RavenTek does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services and is an equal access/equal opportunity/affirmative action employer.
This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification. This job description is not intended to be an all-inclusive list of duties and standards of the position.
