Program Assistant

Jobtailor; Washington (District of Columbia); On-site; USD 65,000 - 95,000; Full time

Job summary

Jobtailor in Washington, DC seeks an experienced office administrator to provide operational and administrative support to a busy government office. You will manage calendars, coordinate travel, prepare documents, and maintain electronic records in compliance with agency standards.

The role requires an active Secret clearance, strong customer service, multitasking, and proficiency with E2 Solutions, ReserveIT, WEB TATEL, MyServices and SMART System.

Qualifications

• High School Diploma or a two-year college degree with significant office management experience.
• Active Secret clearance is required.
• Experience supporting an office/division of 20+ staff.
• Knowledge of establishing travel arrangements via E2 Systems.
• Ability to pass a background check; strong customer service and multitasking.

Responsibilities

• Provide operational and administrative support to employees.
• Answer telephone calls and manage visitors.
• Manage calendars for multiple Office Directors; resolve scheduling conflicts.
• Set up appointments and reserve conference rooms via ReserveIT.
• Manage files and records; prepare for archiving or disposal per records schedule.
• Prepare and route documents; ensure clearance and formatting per standards.
• Prepare travel orders and travel arrangements in E2 Solutions.
• Draft country clearance requests and maintain SharePoint pages as needed.
• Record meeting minutes and prepare briefing materials.

Skills

Customer service

Calendar management

Multitasking

Discretion with sensitive information

Communication skills

Education

High School Diploma

Two-year college degree in Office Management or related field

Tools

E2 Solutions

ReserveIT

WEB TATEL

MyServices

SMART System

Job description

• Provide operational and administrative support to employees in the Bureau of European and Eurasian Affairs.
• Answering telephone calls and receiving/meeting/escorting visitors, referring to appropriate staff members if necessary.
• Managing complex calendars for multiple Office Directors; proactively identifies and resolves scheduling conflicts and communication; navigates high-volume emails daily to identify and anticipate needs for scheduling and coordination proactively.
• Setting up appointments, meetings and arranging for conference rooms through the Departments conference room reservation (ReserveIT) platform.
• Managing files and records, preparing files, folders and other federal records for archiving or disposal based on the Departments records disposition schedule.
• Utilizing scanning equipment to upload and file documents.
• Preparing and routing documents (reports, correspondence, memoranda, cables, diplomatic notes, etc.)
• Drafting, editing, reviewing, and routing documents for clarity ensuring paper is prepared and compiled in advance for division directors and/or Office Directors ensures proper clearance processes and formatting standards were used based on department standards and templates; tracks document status and follows up on pending actions.
• Downloading materials from the computer, the internet and the intranet.
• Sending and retrieving materials by facsimile.
• Delivering, coordinating and shipping materials and packages.
• Copying and collating documents and other materials.
• Preparing Time and Attendance into the Departments electronic submission system (WEB TATEL) or similar system.
• Preparing travel orders and handling travel arrangements in E2 Solutions or similar system.
• Preparing travel authorizations, travel vouchers or taxi reimbursements.
• Preparing documents to request Diplomatic and/or Service passports for staff members.
• Obtaining visas for travelers in a timely manner, either through the Passport Office or hand-carried.
• Drafting country clearance requests utilizing the Departments (myServices) system; Serving as the first point of contact for SharePoint sites and updating program office SharePoint page and office directories as needed.
• Finalize and deliver documentation for the 7th floor Principals.
• Retrieve and monitor all ALDACS cables through the SMART system.
• Compiling annual performance appraisals documents for civil service and foreign service into the (ePerformance) Human Resource database.
• Provide logistical support, as needed, for internal conferences and meetings.
• Prepares work orders for services/supplies needed for the effective running of the office and coordinates these with the General Services Officer.
• Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management daily.
• Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.
• Record minutes from meetings and prepares briefing materials.
• Creates standard operating procedures related to office administration.
• Identifies inefficiencies and recommends improvements; training new staff on office protocols.
• Updates office management information such as seating charts, organization charts, phone lists, and welcome books.
• Recommends, creates, and maintains critical office management tools to improve training, transparency, operational, and organizational structure.
• Supports, tracks, and assists in managing taskers, papers, compliance, and other administrative and management controls.

Requirements

• High school diploma and six to eight years of equivalent office management experience OR a two-year college degree in Office Management, Business Administration, Computer Technology, Web Development or other related fields together with a minimum of five years of office management experience.
• Active Secret clearance is required for this position.
• At least three years of experience supporting an office/division/team of at least 20 or more staff and/or over two years supporting a bureau or office director.
• Knowledge of establishing travel arrangements via E2 Systems.
• Working knowledge of State Department travel policies.
• Must be able to pass a background check.
• Minimum Skills: Excellent customer service and multi-tasking skills.
• Must be able to establish, organize and maintain routine data and established procedures.
• Ability to support compliance and audits of security and management processes and requirements.
• Demonstrated ability to exercise independent judgment and discretion in handling sensitive information and confidential matters.
• Must be able to work with all levels of personnel working in the Department and the general public and operate courteously and tactfully.
• Demonstrated analytical and problem-solving abilities; capacity to anticipate needs and proactively address issues.
• Proven customer service orientation with ability to remain composed under pressure.
• Excellent communications skills.
• Intermediate Proficient in Microsoft Office Suite software, including Visio, Microsoft Planner, SharePoint, and Excel.

Core Competencies

Demonstrates strong operational and administrative support capabilities, including managing complex calendars, travel arrangements, and document preparation while ensuring compliance with departmental standards. Proficient in utilizing various office management tools and systems to enhance efficiency and support organizational objectives.

Highest-signal resume keywords

• Office Management Experience
• Active Secret Clearance
• E2 Systems Travel Arrangements
• Microsoft Office Suite Proficiency
• Customer Service Orientation

Hard Skills

• Document Preparation
• Calendar Management
• Travel Arrangements
• Records Management
• Data Organization

Soft Skills

• Excellent Communication Skills
• Analytical Problem-Solving
• Customer Service Skills
• Multi-Tasking Ability
• Discretion in Handling Sensitive Information

Certifications & Qualifications

• High School Diploma
• Two-Year College Degree in Office Management or Related Field

Industry Keywords

• State Department Travel Policies
• Compliance and Audits
• Office Administration
• Performance Appraisals
• Logistical Support

Tools & Technologies

• E2 Solutions
• ReserveIT
• WEB TATEL
• MyServices
• SMART System