Job Title: Staff Support Assistant - US Department of State

BACKGROUND

The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President's principal foreign policy advisor. The Department of State's mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous and secure world.

INL keeps Americans safe at home by countering international crime, illegal drugs, and instability abroad. INL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systems. These efforts reduce the amount of crime and illegal drugs reaching U.S. shores.

The Western Hemisphere Program Office (INL/WHP) is part of the INL Bureau at the Department of State. INL/WHP provides policy guidance and develops, executes, and monitors programs to address the full range of criminal justice and transnational crime issues in the Western Hemisphere.

DUTIES AND RESPONSIBILITIES

•Assist in tracking office deadlines to meet required taskers for bureau and department leadership.

•Assist in managing the internal affairs and operations of INL/WHP by maintaining and disseminating up to date office policies and procedures.

•Schedule meetings, appointments, calls, and conferences in accordance with INL/WHP management instructions. Remind appropriate parties of scheduled events and ensure preparatory materials reach INL/WHP management in advance of events. Reschedule appointments when it is clear that WHP Director or Deputy will not be able to make a commitment.

•Receive visitors and phone calls in a courteous manner. Accurately determine the nature of the request and refer callers to appropriate staff. Personally answer routine and non-technical request for information and provide correct information when routine procedural matters are involved.

•Follow up on email inquiries and telephone conversations and take appropriate steps to ensure that necessary action is initiated and that such action is completed as quickly as possible.

•Receive and review incoming mail, screening items which can be handled personally and determine which items should be brought to the supervisor's attention, forwarding the remainder to the staff for action.

•Maintain suspense records on all correspondence and action documents and follow up to ensure a timely reply or action.

•Schedule large meetings and conferences. Select time and location, notify participants, coordinate escorts and arrival, ensure that all required materials and services are provided in a timely manner, attend meetings and take notes, and prepare reports of the proceedings.

•Assist in overseeing projects and issues requiring coordination and integration across multiple divisions within WHP and offices within INL.

•Establish and maintain office records of various types that may be needed or will assist in the efficient operation of the office. Ensure files have all pertinent documents and approvals. Maintain and accurately update file system to enable quick and efficient retrieval of information, including revamping the INL/WHP SharePoint site.

•Accurately purge files or perform other file disposition actions in accordance with established procedures. Effectively supervise or perform annual file inventory. Where appropriate, responsible for the accurate receipt, control, logging, safekeeping, and necessary action on all classified material received.

•Effectively enhance the ability of the office to support overall mission requirements through performance of one or more of the following: use of database or spreadsheet software to accurately enter, revise, sort, calculate, and retrieve data for standard reports; use of graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations; accurately and promptly transmit and receive documents and messages electronically using a PC or a workstation.

•Order and maintain supplies for a fully functioning office, anticipating and preventing needs, including things like keeping printers stocked with paper and ink.

•Compete Time and Attendance via TATEL for the office and assist with onboarding new staff of various hiring types (obtaining computer accounts, Diplomatic passports, E2 travel accounts, phones, etc.).

•Compete travel authorizations and vouchers via E2 for INL/WHP Office Management and maintain familiarity with travel regulations to facilitate approvals.

•Review and edit, with close attention to detail, as well as compile and organize documentation requiring INL/WHP management's clearance to ensure compliance with applicable guidance.

•Prepare correspondence, reports, charts, basic data visualizations, and other documents as requested, and solicit input from INL officers as needed. Thoroughly review documents to ensure correct data working closely with INL/WHP officers, overall consistency in arguments and narratives, as well as proper grammar, spelling, capitalization and punctuation, and appropriate format in documents. Liaise directly with document originators to finalize when not in conformity with known policies or correspondence regulations.

•Stand in for Office Administrators in the INL Front Office as needed.

MINIMUM QUALIFICATIONS

•U.S. Citizenship;

•A Bachelor's degree from an accredited institution

•Two to four years' experience in relevant field; Demonstrated knowledge of specific country issues, including specialized knowledge of international narcotics and law enforcement, or similar type programs sufficient to ensure project work is in compliance with management policies and procedures and in conformance with the Foreign Assistance Act and other regulatory procedures and guidelines;

•Proven knowledge of Federal policies and procedures including methods of providing assistance and the Federal budget process;

•Ability to communicate effectively, both orally and in writing, with a wide range of players;

•Demonstrated ability to provide advice, guidance, and consultation with regard to the interpretation and application of analysis;

•Experience drafting US government reports and documents, such as the INCSR, embassy cables, and other documents.

PREFERRED QUALIFICATIONS

•Active Secret security clearance.

•Demonstrated proficiency in English grammar, punctuation, usage, and style.

•Demonstrated proficiency in computer and web-based applications including Microsoft Office Suite, SharePoint, and Adobe Acrobat.

•Demonstrated ability to analyze and represent financial and programmatic data visually.

•Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, with changing priorities and short turn-around times.

•Demonstrated ability to provide excellent customer service.

•Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role.

•Prior demonstrated executive-level administrative and business process experience.

•Proven record of contributing to the efficient functioning and sound organization of an office or work unit and experience applying regulations and/or policies to guide work in an office setting.

•Familiarity with Department of State systems such as TATEL, E2, and with State Department document formats.

POSITION LOCATION: The physical work location is the INL/WHP office at State Annex (SA-01), Columbia Plaza, 2401 E St., NW, Washington, DC.

TRAVEL: Local, in-town travel is authorized for this position in accordance with the award and shall not exceed the designated ceiling.

BENEFITS: Employer offers a highly competitive compensation package for this position, including comprehensive medical insurance, paid time off, federal holidays, and a 401K matching with no vesting period. Employer also provides at, no cost to our employees, 50K in life insurance, short and long-term disability insurance coverage.

SECURITY CLEARANCE: A Secret security clearance is required for this position; however, the Assistant can begin work with an interim Secret security clearance.