Job Description

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.

The Bureau of International Narcotics and Law Enforcement Affairs (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.

DUTIES AND RESPONSIBILITIES

• Review, edit with close attention to detail, compile, and organize all documentation requiring INL Executive Director clearance; this includes but is not limited to Congressional Notifications, Congressional Budget Justifications, Operational Plans, Interagency Agreements, Bilateral Letters of Agreement, and International Organization Letters of Agreement. Review documentation for completion, accuracy, and adherence to current Department and Bureau policies. Advise the designated regional or functional office point of contact on appropriate measures needed to revise or enhance documentation.

• Prepare correspondence, reports, and other documents. Thoroughly review documents to ensure correct financial and fiscal data working closely with INL’s Budget and Program officers, overall consistency in arguments and narratives, as well as proper grammar, spelling, capitalization and punctuation, and format in documents. Liaise directly with document originators to finalize when not in conformity with known policies or correspondence regulations.

• Liaise with leadership across various regional and functional offices on all issues requiring clearance from the INL Executive Director.

• Review all incoming publications, regulations, and directives that may be important to the activities of the staff. Refer those of importance or interest to appropriate individuals or disseminate staff-wide as appropriate.

• Review existing policies, issuances, and directives on an ad hoc basis and as substantive issues arise in assigned program areas and recommend refinements to these guidelines (e.g., procedural updates or detailed procedures where none exist).

• Assist in managing the internal affairs and operations of the office and ensure consistency of actions throughout INL/EX in response to requests from the INL Front Office, Congress, and others.

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

• Schedule meetings, appointments, and conferences in accordance with INL Executive Director or Deputy Director instructions. Remind appropriate parties of scheduled events to ensure prompt and timely attendance. Reschedule appointments when it is clear that the Director or Deputy Director will not be able to make all commitments. Contact other personnel to attend meetings in lieu of the Director or Deputy Director when necessary.

• 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 requests 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 subsequently assure that such action is completed as quickly as possible. Follow-up and assure proper execution of all commitments made and obligations incurred in telephone conversations. Personally make necessary contacts with the officials and individuals concerned.

• Ensure that requests for action or information are made known to responsible office staff personnel who can satisfy the request. Decide whether important or emergency matters should be brought to the supervisor’s attention when absent but accessible.

• Prepare correspondence, forms, reports, cables, or other documents utilizing desktop computer word processing systems; ensure correct punctuation, capitalization, spelling, grammar, and conformance to style.

• Receive and review incoming mail, screening those 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. Review outgoing mail for attachments, dates, and signatures. Maintain suspense records on all correspondence and action documents and follows up to ensure a timely reply or action. Ensure that all outgoing correspondence is in the proper format and in conformance with office policy and in correct grammatical composition.

• Schedule large meetings and conferences. Select time and location, notify participants, ensure that all required materials and services are provided in a timely manner, attend the meetings and take notes, and prepare reports of the proceedings. • 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 signatures. Maintain and accurately update file system to enable quick and efficient retrieval of information. Accurately purge files or perform other file disposition actions in accordance with established procedures. Effectively supervise or perform annual file inventory. Where appropriate, take responsibility 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.

• As needed, stand in for the INL Front Office’s Staff Support Assistant(s) and/or Office Administrator(s).

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

• Demonstrated ability to communicate effectively, both orally and in writing, to prepare and present information for senior level briefings, analyze and interpret policies and guidelines, defend recommendations, and resolve problems

• Demonstrated proficiency in English grammar, punctuation, usage, and style and ability to edit in a form suitable for lay audiences

• Demonstrated ability to interact effectively with individuals at all levels to assist in the planning and coordination of activities with other organizations; provide guidance and advocate INL policies and positions in close coordination with INL leadership

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

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

• Demonstrated ability to provide excellent customer service

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

• Prior demonstrated executive-level administrative experience

• Familiarity with Department of State Standardized document formats

• Demonstrated experience with and knowledge of INL programs, mission, and foreign assistance activities

POSITION LOCATION: The physical work location is the INL/EX 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: The position requires a Secret security clearance. However, the Assistant can begin work with an interim Secret security clearance.

Company Description

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.