Job Summary:
The Staff Assistant provides vital office support services to the Office of Management Strategy and Solutions (M/SS) and staff. This role blends analytical tasks with administrative duties, coordinating office operations, maintaining schedules, preparing correspondence, leading onboarding processes, and managing office assets. The position requires handling sensitive data, organizing travel arrangements, ensuring office safety and security, and promoting efficient business operations.
Job Responsibilities:
The Staff Assistant is responsible for managing and coordinating information (i.e., action memoranda, information memoranda, briefing memoranda, cables, policy papers, etc.) flowing in and out of the Front Office and directly supporting bureau leadership by assembling products for the Director and Deputy Director’s review. The Staff Assistant is responsible for exercising quality control of incoming and outgoing documents and must be discreet in handling highly sensitive material, maintaining proper records and disposing of them, as required.
Major duties and responsibilities include but are not limited to:
- Document Control/File Maintenance
- Internal Records Coordinator
- Reviews incoming mail, documents, and cables from sources internal and external to M/SS for appropriateness, content, timeliness, and accuracy to assign appropriate action/distribution within M/SS
- Analyzes and reviews all outgoing documents for quality assurance (i.e., proper format, consistency, grammatical accuracy, completeness, and clarity) and makes necessary corrections
- Tracks all documents tasked by, drafted by, or passing through the Front Office, ensuring deadlines are set and adhered to by drafters/clearers, as appropriate
- Supports implementation of strategies to improve the operational readiness of the organization, including proposals of new methods for increasing communication, effectiveness, and productivity
- Applies administrative principles and department polices to managing critical electronic files on shared platforms (SharePoint, Cascades, Teams, etc.)
- Liaises with administrative and information technology colleagues on resource needs and connectivity issues
- Coordinates production of electronic and paper briefing books for the Director’s and Deputy Director’s travel
- Serves as backup scheduler, travel arranger, and unit security officer for the Front Office
- Arrange travel for key staff members, including passport and visa processing, and use the Government Travel Authorization program (Travel Manager) to prepare travel authorizations and vouchers.
- Maintain office assets, coordinate delivery and disposal, and manage procurement and organization of office supplies and equipment.
- Prepare and manage administrative records, including time-and-attendance sheets, vouchers for taxis and representational funds, and annual and sick leave requests.
Minimum Qualifications:
- Active Secret Clearance.
- Experience in a Federal office management role.
- Experience working under pressure with the ability to meet tight or short deadlines.
- Proficiency in personal computers and general administrative practices, including working with classified and unclassified computer databases.
- Knowledge of Excel, Microsoft Windows, PowerPoint, and SharePoint.
- Ability to prepare original emails, notices, reports, and documents.
Desired Qualifications:
- Previous Department of State experience.
- Degree in Business Administration, Office Management or related field.
Job Type: Full-time
Pay: $90,000.00 - $110,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
Application Question(s):
- How many years of experience do you have supporting the Department of State?
Education:
Security clearance:
Work Location: Hybrid remote in Washington, DC 20520