ANG is seeking a Front Office Staff Assistant to join our contract with the Global Engagement Center (GEC).
The incumbent reports to the Chief of Staff and will be one of two or more Front Office Staff Assistants.
S/he will also assist Civil Service Officers and Foreign Service Officers in a wide range of portfolios from Partner Engagement, Content Development, Network Engagement, Resources, Operations and Data & Technology, as well as liaising with other agencies in processing MOUs, taskers, cables, and other correspondence.
Essential Functions Review, analyze, and screen incoming correspondence, routing issues of overriding and central importance to the Section Chiefs and all other correspondence to other appropriate staff members.
Maintain liaison as needed with senior officials both within and outside the Department.
Make independent decisions on selected matters that can be resolved with own expertise.
If necessary, task bureaus and offices in anticipation of the Under Secretarys needs.
Oversee the preparation of materials for use by the Section Chiefs at high levels and sensitive meetings and conferences, gatherings, and public appearances both within the United States and abroad.
Assist with logistical planning for the Chiefs participation in these meetings.
Plan, design and prepare creative visual presentations using Power Point, Visio, and other state
– of
– the
– art applications.
Prepare confidential background material and reports for the Chiefs use in preparing him/her for meetings with other USG officials, leaders and high-level officials of foreign governments, White House staff, and Members of Congress.
Escort officials to see the Section Chiefs to ensure that they get to their meetings in a timely manner.
Maintain and oversee the Chiefs calendars to ensure that priority needs are considered and met.
Screen visitors and telephone calls for the Section Chiefs.
Assist the Section Chiefs and with travel arrangements.
Prepare the Chiefs travel vouchers for reimbursement upon returning from travel.
Serves as the Bureaus primary Freedom of Information Act (FOIA) point of contact for researching, gathering, and coordinating requests for CSO related records Assists with office functions, planning, and logistical support.
Additional duties as required if its within scope of work.
Provides backup support to the incumbent OMS administrative support to office staff from travel, time keeping, supplies and equipment order and inventory, as well as manage office calendar.
Assist Senior Staff in preparing for the annual CSCC Steering Committee.
Tracks Congressional Affairs Taskers, CSCC and ICC lists as well as the CSCC Hill Briefings list.
Updates the Offices Shared Point Site, where taskers and other information relevant to the entire Bureau are available.
Serves as staff assistant in the FO providing support to the Coordinator, Chief of Staff, and Section Chiefs in managing projects and initiatives throughout the office.
Tasks briefing memos, remarks, memorandums for the Coordinator, Chief of Staff, and Section Chiefs.
Monitors progress and ensures that items are submitted to the Front Office on time and meet required quality standards.
Drafts and edits briefing documents, speeches, memos, notes, and correspondence to Department of State Principals and the broader U.S.
government interagency network for the Coordinator, Chief of Staff and Section Chiefs.
Maintains Front Office database used to track tasks status and run reports for assigned tasks/briefing documents.
Coordinates the tasking, drafting, editing, and distribution of the Weekly Summary and other office or interagency-wide documents.
Serves as CSCCs liaison with the R/FO.
Monitors classified and unclassified emails and distributes incoming memos and information from the R/FO to CSCC.
Develops expertise in and remains current online Drafting/clearance procedures.
Provides guidance to CSCC staff (drafters) on content, formatting, clearance process, etc., through periodic training seminars and during daily operations.
Helps manage the maintenance of Front Office paper and electronic files.
Serves as the Front Office specialist for data analysis, configuration of the programming, assembly of the data and production of the report.
Subsequently assists with implementation of results and follows up with assigned entities to ensure accountability.
Provides oversight and support for related research requirements.
In conjunction with the Chief of Staff, coordinates CSCC/FO strategic communications requests with appropriate offices and entities.
Attend meetings, when required, with various members of the Senior Staff and the Data Scientist and provides readouts as requested.
Facilitates internal meetings, training sessions, and discussions related to CSCC administrative policy and procedures.
Determines distribution and deadlines for items requiring the Coordinators attention.
Back-up scheduler for the Coordinator, Chief of Staff, and Section Chiefs Competencies Strong, timely and precise organizational skills and multi-tasking abilities.
Strong critical and creative thinking and analytical skills.
Strong written and oral communication skills.
Strong ability to work independently, with minimal supervision, and multi-task in a high volume, fast-paced work environment.
Strong ability to also have a flexible, team-oriented approach to work.
Excellent ability to build and maintain strong working relationships with colleague Exposure to U.S.
foreign affairs agencies and/or international organizations.
Supervisory Responsibility No additional supervisory Responsibilities separate from what has already been noted Work Environment This job operates in a professional office environment.
This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Must be able to remain in a stationary position 75% of the time.
Occasionally moves about inside the office to access file cabinets, office machinery, etc.
Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
Expresses or exchanges ideas by means of the spoken word.
Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Frequently moves standard office equipment up to 25 pounds.
Must be able to work indoor conditions 90% of the time.
While performing the duties of this job, the employee is regularly required to talk or hear.
The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
Position Type/Expected Hours of Work This is a full-time position.
Typical days and hours of work are Monday through Friday, 8:00 a.m.
to 5:00 p.m.
Evening and weekend hours required, as required by business need.
Travel Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected.
Experience Knowledge of the principles and methods applicable to researching, analyzing, and writing regulatory material and related issue/policy memoranda and interpretations.
Experience in tracking document flow and clearance processes and distribution of documents to appropriate personnel.
Familiarity with performance measurement, evaluation, surveying, and general use of metrics to track organizational performance, progress and goal attainment.
Familiarity with database management and analyses of quantitative and qualitative data (involving various data sources) and results reporting.
Familiarity with principles and practices of knowledge management.
Familiarity with formulating, writing, and implementing reporting mechanisms, policies, processes, and procedures.
Familiarity in the requirements of submitting Federal Register Notices, and the drafting of such notices.
Knowledge and application of statistical data analysis and data management software (e.g., SPSS, originally Statistical Package for Social Sciences).
Experience in preparing and implementing reporting mechanisms, processes, and procedures.
Experience in formulating and writing policies, processes, and procedures.
Experience in developing data logs and reports (with quantitative and qualitative data).
Demonstrated skills in database management, data entry, mining and analysis, and reporting.
Ability to learn and work with database applications.
Demonstrated skills or knowledge of global internet access and research capabilities.
Demonstrated skills in program administration, operating procedures, oversight, and monitoring.
Experience in program administration, operating procedures, oversight, and monitoring.
Facility with standard software, including the complete Microsoft Office Suite (Word, Excel, Access, PowerPoint, SharePoint), and an ability to learn and work with other software, as well as database applications.
Education Foreign language skills are preferred but not required.
A Bachelors Degree is preferred, but not required for this position Additional Eligibility Qualifications N/A Security Clearance Must be a U.S.
citizen.
Must possess or be able to obtain/maintain a Top-Secret security clearance.
AAP/EEO Statement All Native Group is an equal opportunity employer.
All applicants are considered without regard to age, sex, race, national origin, religion, marital status, or physical disability.
However, preference may be extended to persons of Indian descent in accordance with applicable laws.
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.
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