Staff Assistant - Office Manager

Job description:

The U.S. Department of State’s Office of Economic Affairs (E) has a requirement for a Staff Assistant/Office Manager.

Duties and Responsibilities:

• Serve as a staff assistant to the Assistant Secretary, the Deputy Assistant Secretaries, and Senior Advisors, coordinating and assisting in the accomplishment of policy, programmatic, administrative, and operational issues, processes, and business needs.
• Maintain an understanding of the major issues, current and long-term, which are being pursued by the bureau.
• Maintain liaison with the Office of the Secretary, Executive Secretariat (S/ES), the Operations Center, Department Principals, the offices of other Assistant Secretaries, and offices of Principals in other agencies, as necessary.
• Maintain liaison with Economic Affairs offices to ensure that deadlines are met for the work tasked by S/ES, the Assistant Secretary, Deputy Assistant Secretaries, or the Senior Advisors.
• Coordinate with the other Economic Affairs Staff Assistant(s) and support staff in bureau offices to track and monitor correspondence within the Bureau.
• Ensure the quality and timeliness of written products drafted within the Bureau by providing guidance, enforcing deadlines, and reviewing for format, style, coherence, accuracy, content, and clearances.
• Makes necessary corrections or returns documents to originator for changes.
• Advise Bureau personnel of overdue action items, upcoming deadlines, priority of issues, format and DoS/Economic Affairs procedures for processing documentation.
• Respond to inquiries from both within and outside Economic Affairs concerning the status, location, subject matter, and deadlines of documents and taskers.
• Determine the feasibility of meeting deadlines on specific documents and notifies originator if an extension is required.
• Take action to avoid, minimize, or eliminate these problems in the short and long-term.
• Exercise independent judgment in performing and executing duties.
• Makes recommendations to promote efficiency and productivity and fulfill mission requirements.
• Other duties as assigned.

Qualifications:

• Associate or Bachelor degree – preferred.
• At least 3 years of experience in similar position.
• Excellent knowledge of Department of State operations and overall office management experience or similar position.
• Experience as a secretary/office manager working under pressure.
• Working knowledge of personal computers and general administrative practices.
• Demonstrates extensive experience and demonstrated ability in working with classified and unclassified computer databases. Operation and knowledge of Excel, Microsoft Word, and related computer-based programs operations.
• Active Secret security clearance.

Preferred skills include:

• Experience with the Department of State and familiarization with DoS systems.