PM/FO Staff Assistants and Administrative Support Staff

General Description: Analyzes administrative processes and/or agency programs. Communicates with colleagues, agency management, and other contacts outside the agency to gather and analyze information about agency processes and programs. Writes contracts, reports, letters, and other documents with recommendations for management programs, policies and activities.

Required Qualifications/Skills:

• Undergraduate degree in business administration, international relations, financial management, accounting, human resource management.
• At least eight years of experience in management or program support and planning work.
• Proficiency in a wide range of qualitative and quantitative methodologies for the assessment and improvement of program effectiveness or the improvement of complex management processes.
• Comprehensive knowledge of Departmental, Bureau, and Office program goals and objectives to initiate creative and innovative solutions to problems and issues that may have no previous research, methodology, or history.
• Skill in managing change, embodying flexibility, and influencing events and resources as needed to achieve desired results.
• Ability to coordinate priorities, commitments, and multiple viewpoints to create productive results.
• Ability to persuasively make accurate and evidentially backed recommendations to change procedures, methods, policies, and programs.
• Must be highly organized and have excellent oral & written communication skills.
• Ability to handle multiple tasks simultaneously. Ability to work independently.
• Must be able to use Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
• Must be able to quickly learn how to use proprietary applications and systems for processing administrative requirements such as travel, time and attendance, and procurement.

Scope of Responsibilities:

• Support efficient management of information for the Assistant Secretary, Principal Deputy Assistant Secretary, and other Front Office principals. Work closely with the Special Assistant and Chief of Staff to task briefing materials and other documents to PM offices, ensuring that materials are assigned and cleared appropriately based on equities within PM, T, and the Department as a whole.
• Review drafted papers to promote the efficient and timely delivery of high-quality products that are clear, concise, and properly formatted. Liaise with the Executive Secretariat, Under Secretaries offices, and other bureaus to coordinate the flow of paperwork to and from the PM front office.
• Manages the schedule of bureau principals and arranges meetings, conferences, and VIP visits.
• Advises on transportation policies, prepares travel arrangement, and finalizes travel expenses and vouchers.
• Makes and receives calls on behalf of the principal. Facilitates effective and efficient contact with key stakeholders, meeting participants, and internal/external officials.
• Speaks for the principal on administrative and operational matters, or pragmatic areas within the assigned area of responsibility.
• Work closely with the Special Assistant and Chief of Staff to task briefing materials and other documents to PM offices, ensuring that materials are assigned and cleared appropriately based on an understanding of the roles of PM, T, and the Department as a whole.
• Perform administrative work, including travel, personnel administration, budgeting, procurement, property management, data entry, records management, or supplies.
• Coordinate office moves, office construction, and other facility improvements which include recommending selection and requisitioning of furniture, purchasing/leasing equipment, obtaining telephone services and equipment, and obtaining maintenance agreements for the equipment procured.
• Coordinate facilities and related arrangements for planning conferences, assist with presentation materials, and provide on-site support.
• Collaborate with colleagues in PM offices to develop requirements for briefing materials to support official travel by the Assistant Secretary and the Principal Deputy Assistant Secretary. Coordinate with PM offices as necessary to adapt materials to changing circumstances and requirements.
• Provide advice and guidance on management issues. Advise the FO on bureau-wide administration services, including financial management, general services, and human capital management. Analyze and make recommendations on issues that cut across all PM offices, including contract requirements for the Bureau, office space requirements, equipment and furnishings, and resources, considering changing priorities and budget levels. Organize and follow-up on requirements relating to inspections, audits, GAO reports, or other related reporting requirements.
• Coordinate bureau-wide events including the annual awards ceremony, Town Halls, travel meetings, and other special events.
• Ensure PM's emergency management and crisis response system are functioning optimally. Conduct regular training for Duty Officers and Task Force participants and assist in coordinating PM Task Force participation. Revise curricula for training to ensure the bureau is prepared to respond to emergencies. Follow up on after action reviews from PM Task Force participation. Ensure PM phone rosters and task force reference book are up to date. Advise Front Office principals of necessary training requirements,
• Support, as assigned, special projects of particular interest to the Chief of Staff, Assistant Secretary, and PDAS, including PM Workforce Modernization and development of a SharePoint site that serves as a one stop shop for information on human resource management for the bureau. Use knowledge of the missions, roles, responsibilities, and structure of the Bureau to formulate recommendations and trouble-shoot issues which arise (i.e., communication breakdowns, quality control, etc.).
• Ensure active risk management through monitoring the security environment concurrent to the scope of official duties and responsibilities: follow security directives, regulations, and policies; safeguard classified information, material, and equipment.
• Over time implementation not to exceed 100 hours in 52 weeks.

Security Clearance Level: Secret

Position: PM/FO Staff Assistant/Management Analyst II:

Location: HST, Washington, DC

EEO Statement: H4 Enterprises, LLC does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.