Office Assistant - OBXtek - Washington, DC

The U.S. Department of State Bureau of Near Eastern Affairs (NEA), deals with U.S. foreign policy and U.S. diplomatic relations with Algeria, Bahrain, Egypt, Iran, Iraq, Israel, Jordan, Kuwait, Lebanon, Libya, Morocco, Oman, Palestinian Territories, Qatar, Saudi Arabia, Syria, Tunisia, United Arab Emirates, and Yemen. Regional policy issues that NEA handles include Iraq, Middle East peace, terrorism and weapons of mass destruction, and political and economic reform. Office of Arabian Peninsula Affairs (ARP) deals with U.S. foreign policy and U.S. relations with the countries of Bahrain, Kuwait, Oman, Qatar, Saudi Arabia, United Arab Emirates, and Yemen.

Responsibilities:
OBXtek is staffing for an Office Assistant whose duties will be as follows:

• Receives, schedules, and makes proper disposition of telephone calls coming into the office, referring to others only those calls which, in his/her judgment, cannot or should not be handled by him/her. Makes available as necessary background or informational material to which the DAS(s) may wish to refer.


• Maintains the schedule for the DAS(s), arranging, referring to other officials, or rescheduling appointments as deemed necessary. In this connection, the incumbent handles all requests for meetings and appointments, decides the distribution of the DAS(s)’s time, prepares or requests preparation of briefing memoranda indicating purpose of appointments and outlining background data. Arranges for oral briefings by appropriate officers; and discusses with officials invited to meetings called by the DAS(s)’s the subject of the meetings in order that they will be properly informed and provided with necessary information.


• Makes and acknowledges various social arrangements and obligations which are a part of the official responsibility of the DAS(s).


• Makes travel arrangements, including scheduling of appointments, security travel and hotel reservations, passports, visas, and travel advances, as necessary. Upon return, prepares vouchers from travel diaries, notes, and incumbent’s knowledge of arrangements. Due to the heavy demands on the DAS(s) frequently such arrangements become complicated due to last-minute changes and travel revisions after departure.


• Serves in a liaison capacity between the DAS(s) and his/her staff and other offices within the bureau and the Department. Assures that the staff is currently informed on the DAS(s)’s plans and commitments as well as cognizant of the status of matters under discussion or consideration. The DAS(s) is kept continually informed of activities for which his/her subordinates are responsible. Transmits and interprets instructions from the DAS(s) to members of his/her staff and other officials in the Department.


• As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, compiles data and makes preliminary analyses.


• Carries out special assignments for the DAS(s), which require a high degree of tact and diplomacy and comprehensive knowledge of the views of the DAS(s) and Bureau.


• Handles a large volume of correspondence, cables, and memoranda for the DAS(s) and briefing papers and reports, ensuring that all conform to style and format guidelines established by the Department’s Executive Secretariat.


• Drafts/prepares travel authorization on behalf of DAS(s) or staff member who is traveling, to include trip itinerary, expenses estimates (MI&E costs, taxi, hotel costs, etc.), preparation of travel authorization request and assisting traveler(s) in the preparation of electronic travel vouchers upon trip completion.


• In the absence of the DAS(s), maintains a file of correspondence and events about which the Supervisor/Deputy Assistant Secretary should know upon his/her return.


• Maintains office files and records.


• Other duties as assigned.

Qualifications:
Must be US Citizen and be able to obtain and retain a US DoD Secret Clearance.

Education:

• Bachelors Degree; however, more relevant experience can be sustituted for the education requirement.

Experience and Skills:

• 5-10 years relevant experience


• Prior services with the Department of State a plus to bring the highest level of knowledge to the operations and overall office support


• Ability to work independently, under pressure and with tight deadlines, and with others


• Excellent knowledge of Microsoft Office applications (Excel, Outlook, Word, Access), and related computer based programs operation


• Excellent oral communication abilities for handling phone calls professionally


• Excellent English writing and speaking; ability to compose edits and prepare letters, reports, memoranda and other forms of written communication quickly and accurately on behalf of the DAS(s) or senior level officer; that all conform to style and format guidelines established by the Department’s Executive Secretariat


• Working knowledge of government computers and software applications, office equipment, and administrative practices


• Working knowledge of Government Travel authorization program (Travel Manager)


• Excellent knowledge of drafting/preparing travel authorizations, preparation of travel authorization request and preparation of electronic travel vouchers


• Ability to process/review incoming and outgoing letters, memos, and related correspondence.


• Experience in reviewing incoming correspondence incoming and outgoing letters, memos, and related forward it with necessary information or instructions to the appropriate offices for action


• Extensive experience and demonstrated responsibility working with classified and unclassified computer data base and handling classified and unclassified material.


• Ability to carry out duties and responsibilities with a high degree of tact and diplomacy and comprehensive knowledge of the views of the Department, Bureau, and DAS(s)