Job Abstract

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.

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