Staff Assistant

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. Job Duties: 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.

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. Preferred but not required: 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.

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.

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 Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities and activities may change at any time with or without notice.

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 Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities and activities may change at any time with or without notice. Salary Compensation: $110,000-$115,000 Equal Opportunity Employer / Individuals with Disabilities / Protected Veterans