Staff Assistant

The purpose of this task order is to provide professional services in the form of one (1) Junior Staff Assistant, who will support the R/PPR front office by performing the tasks described in this Statement of Work.

• Coordinate with R/EX as necessary on all supplies, repairs and general office maintenance requirements.

• Coordinate provision of computer equipment and software for senior leadership, including submitting tickets and following up for technical support.

• Ensure proper planning for provision of new equipment for new office or bureau staff.

• Provide support for time and attendance for office or bureau employees, managing timesheets and monitoring hours worked and vacation, sick, and travel leave.

• Manage onboarding requirements for new contract and direct hire staff.

• Manage office or bureau records in accordance with the Department’s records management policies.

• Manage calendars and schedules for senior leadership.

• Make administrative arrangements for conferences and meetings, apprise participants of necessary details, and ensure that all references and background documents are available.

• Schedule conference rooms and ensure that all technical requirements for computer systems, video conferencing and or/teleconferencing are arranged in advance.

• Prepare a physical and/or electronic binder outlining each coming day’s activities and compiling relevant preparatory paper for senior leadership.

• Track due-outs and follow-up items from senior leadership’s interactions, draft email and written correspondence as needed, and assign action to others as appropriate.

• Process incoming and outgoing materials including correspondence, reports, memoranda, and other written communications.

• Assign review and clearance responsibilities for incoming materials to subject matter experts and monitor completion.

• Assign responsibility for drafting specialized correspondence, memos, briefing materials, presentations, and other informational products to subject matter experts.

• Provide guidance, feedback, and editing support to drafters of informational products.

• Edit letters, compose reports, review correspondence for accuracy and completeness, prepare presentation outlines, develop standard or form letters, and reply to inquiries.

• Develop background information and prepare outlines for senior leadership’s briefings, papers, and correspondence/reports.

• Prepare varied documents such as newsletters, brochures, flyers, special reports, briefings, manuals, etc. by integrating and laying out text and graphics on a page; adjusting the size of charts, graphs and pictures; applying publishing capabilities to enhance the presentation of data; changing tables to graphs; adding boxed explanatory text; highlighting/shadowing material; superimposing graphs with other graphs or clip art; importing graphics into text, etc.

• Arrange travel for office or bureau leadership, including securing travel and hotel reservations, processing travel authorizations, and preparing vouchers upon traveler's return.

• Prepare and gather all relevant trip materials for leadership travel and compile into a physical and/or electronic binder.

• Liaise with managers and staff in other Department bureaus.

• Knowledge of administrative management and organization principles, concepts, methods, and practices to provide a variety of administrative support functions that contribute to the smooth and efficient operation of the office.

• Preferred but not required:
  Knowledge of applicable Department of State administrative rules, regulations, policies, and procedures, particularly concerning time and attendance, document clearances, and travel, to ensure compliance with applicable requirements.

• Ability to interact effectively with individuals at various levels to…