Special Assistant - Supervisor

Type of Requisition:

Regular

Clearance Level Must Currently Possess:

None

Clearance Level Must Be Able to Obtain:

None

Public Trust/Other

Required:

MBI (T2)

Job Family:

Program Delivery and Execution

Job Qualifications:

Skills:

Leadership, People Management, Process Improvements

Certifications:

None

Experience:

6 + years of related experience

US Citizenship

Required:

No

Job Description:

Special Assistant - Supervisor

Position

Description:

GDIT is hiring a Special Assistant (SA) to support The Office on Trafficking in Persons (OTIP). The SA is an integral member of the agency, with primary responsibilities in providing support to the OTIP Director and Deputy Director while working in close partnership with other federal and contractor staff to provide administrative and technical support in a variety of areas. The SA provides daily support andis responsible for special projects within the office.

Additionally, this position willalso provide supervisory oversight to all GDIT contractors on the OTIP team.

Position Duties:

Maintains all duties of the Special Assistant as described below:

• Manage the OTIP Director’s schedule and provide reminders around important deadlines as needed; provide support by tracking and maintaining information workflows.

• Provide scheduling and administrative support to the Director and Deputy Director, as required.

• Coordinate travel and meeting arrangements, answer phones, file, and sort and distribute mail.

• Coordinate and prepare briefing materials and presentations to include research and background briefings for the Director.

• Develop key resource materials for attendance at meetings, conferences and seminars by preparing briefing material in coordination with other OTIP staff.

• Manage communications with internal and external partners and participate in outreach and coordination efforts in conjunction with other OTIP staff.

• Maintain SharePoint and Microsoft Teams workflows and document repositories, ensuring consistent standards of document organization and collection across the agency.

• Recommend procedures that will improve the efficiency and effectiveness of workflows. Assist the management analyst in drafting Standard Operating Procedures for reoccurring processes.

• Support staff in requesting leadership review/approvals/meetings, coordinate office workflows;
  Upload and edit documents to an office-wide SharePoint/Microsoft Teams/SWIFT sites.

• Support coordination of inter-agency and international visitor meetings, escort guests; compile meeting agendas and minutes as needed.

• Support Program and Management analysts with coordinating responses to external email accounts.

• Support compilation and analysis of various contract, program, and financial data using various database programs, and prepares monthly status reports based on the results, as needed.

• Process travel and expense reports.

• Book and organize domestic and international travel arrangements for senior management (via Concur Travel and EMP Travel) and process travel vouchers upon senior management’s completed travel.

• Provides direct assistance with the processing and mailing of Child Eligibility, Eligibility and Interim Assistance and Adult Certification Letters.

• Complete and respond to all denial of assistance signed by the Director, file and process file requests from attorneys seeking client information.

• Analyze and evaluate documents submitted via SWIFT from federal agencies and outside stakeholders to determine dissemination within internal offices, and drafts responses to SWIFT requests, as appropriate.

• Participate in selected internal and external meetings, conduct research and provides background information in preparation for meetings; coordinates and moderates staff meetings; serves as the liaison to administrative staff of other…