Program Assistant - OBXtek - Washington, DC

OBXtek is an award winning Service Disabled Veteran Owned Small Business providing information technology and management services to the federal government. As the prime contractor on over 85% of its work, OBXtek is a leader in its field and has a robust corporate infrastructure that provides support for all of its programs.

Responsibilities:
OBXtek is looking for a qualified candidate to fill the Program Assistant opening in the U.S. Department of State Bureau of Near Eastern Affairs (NEA) which 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.

The Program Assistant will work directly with the office Director, Deputy Director, and desk officers in IPA and the Office of the Special Envoy for Israeli-Palestinian Negotiations (S/SEIPN). The incumbent will report through the Deputy Director to the Director, and will strive to enhance collaboration and information-sharing through interagency connectivity, participation in task forces (where applicable), and engagement in interdepartmental cooperation. Incumbent will be expected to answer phone calls, welcome and deal with office guests, and provide a wide variety of support services to office staff. He/she may also be requested to handle the office budget, assist in preparing and processing personnel documents/evaluations, order supplies, and schedule the Director and Deputy Director.

The Program Assistant will perform duties and responsibilities that may include, but are not limited to, the following:

Public Contact Work –

Will assist IPA Director, Deputy Director, and desk officers, along with S/SEIPN staff when needed, in support of all aspects of their work and schedules. Perform standard office reception duties, including answering phones and e-mail inquiries. Look for opportunities to enhance collaboration and information-sharing with other bureaus. Compile, track, and submit Daily Activity Reports to the NEA/Front office making sure these reports are submitted in the right format, in a timely manner, and in accordance with bureau front office guidance. Assist in helping organize high level bilateral events and scheduling of consultations for senior U.S. Government and senior visiting foreign dignitaries. Compile, track, and respond to FOIA requests that come from members of the public. Assist supervisor with processing personnel evaluation forms and compile reports in the Department of State’s e-Performance system. Will be required to manage and track the office budget for travel and representational events, submit occasional work orders, and utilize the Ariba software system to order office supplies. Assist in preparing for foreign travel by senior Department and Bureau officials, and with the passing of security clearance information for meetings and visits. Incumbent will be required to assist with the management of travel vouchers and other relevant documentation for the IPA office, and assist S/SEIPN colleagues, as requested. Complete all travel requirements in the Department’s E2 software and make all related reservations and transportation arrangements, as well as process refunds, claims and reimbursements. Assist with destruction and or disposition of sensitive/classified documents, and serve as a floor warden and security officer (or back-up), and assist in providing visa/consular support services for other offices and agencies with which we work closely. Excellent knowledge of Department of State operations and overall office management experience. Specific expert knowledge of Department of State regional bureau management operations and processes. Specific knowledge of the NEA Bureau’s management structures and processes. Experience as a secretary/office manager working under pressure. Knowledge of data sharing systems (i.e. SharePoint). Working knowledge of personal computers and general administrative practices, including extensive experience and ability in working properly with classified and unclassified computer data base, operation and knowledge of Excel, Microsoft Windows, PowerPoint and related computer-based programs and the ability to prepare e-mails, notices, reports, etc. from scratch. Skill and tact in handling such calls with diligence and respect. Incumbent will also be expected to utilize information technologies, including when asked maintenance of the office’s “Advancing Middle East Peace” Share-point intranet site. Ability to research open source material for the purpose of keeping office personnel informed of relevant, breaking news and events.

Mail, Correspondences, and Reports –

Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate offices for action. Composes replies for his/her own signature when appropriate. Exercises judgment in presenting material to the Assistant Secretary or Deputy Assistant Secretary that he/she has special interest or which for reasons of special confidential consideration is not reviewed by any member of the immediate staff. Composes correspondence for the Assistant Secretary or Deputy Assistant Secretary’s signature;

Processes / reviews all incoming and outgoing letters, memos and related correspondence. Prepares reports, memoranda and other forms of written communication. Composes and edits letters, reports and general office memoranda for publication/distribution on behalf of the Assistant Secretary or Deputy Assistant Secretary or senior level officer.

In the absence of the Assistant Secretary or Deputy Assistant Secretary, maintains a file of correspondence and events of which the Assistant Secretary or Deputy Assistant Secretary should know about and upon his or her return. Brings such matters to their attention.

Demonstrates extensive experience and demonstrated ability in working with classified and unclassified computer data base. Operation and knowledge of Excel, Micro-soft windows, and related computer based programs operations. Ability to prepare e-mails, notices etc from scratch

Ability to work under pressure and tight or short deadlines.

Makes and transcribes notes taken during meetings as required.

Responsible for carrying out special assignments for the Assistant Secretary or Deputy Assistant Secretary which require a high degree of tack and diplomacy and comprehensive knowledge of the views of the Assistant Secretary.

Maintains office files. Manages other tasks authorized by the Government Task Manager that fall within the scope of this task order.

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

Special Knowledge and Experience Requirements:

• Bachelors Degree; work experience can be substituted in lieu of education requirement.


• 3-5 years of similar job experience


• Familiarity of Department of State operations and overall office management experience.


• Specific expert knowledge of DOS regional bureau management operations and porcesses.


• Experience working under pressure and adhering to short deadlines. Must have the ability to multitask.


• Working knowledge of personal computers and general administrative practices. Experience with Microsoft Office Suite and SharePoint preferred.


• Previous experience managing personnel, preferably in a customer service environment.


• Possesses superior critical thinking skills.


• Previous experience developing and implementing procedures. Ability to quickly amend a process based on lessons learned and feedback.


• Strong written and verbal communication skills. Must be able to efficiently communicate via email, in memos, on conference calls and during in-person meetings.


• Knowledge of data sharing systems (i.e. SharePoint).