JOB SUMMARY

The Staff Assistant provides substantive administrative and management support work, using considerable discretion and independent judgment in the performance of their duties, which contributes to the effective and efficient operation of the office/program.

DUTIES AND RESPONSIBILITIES

Analyzes facts and circumstances involved in making recommendations for solving administrative problems with the limits of standards or acceptable management and administrative practices. Analyzes and develops new ways to improve the accuracy, adequacy, timeliness, and validity of data for disseminating information about the program. Conducts research into matter of general or specific concerns, which fulfills the requirements of the program. Provides research references and advisory services for the supervisor in successfully fulfilling the requirements of the program. Manages and controls incoming correspondence, forms and assignments. Ensures that all documents requiring the supervisor’s signature are recorded. Reviews documents prepared for the supervisor’s signature to ensure that the materials are grammatically accurate and that all supporting documents are provided. Ensures that the practices and procedures used by the staff are consistent with those of the office. Develops guidelines and procedures related to correspondence, and maintains various types of logs, records, and filing systems for the Office. Recommends procedural changes to improve, expedite and eliminate office management problems.

Develops and maintains a comprehensive annual calendar of activities, programs and requirements. Ensures timeliness of programs and activities and attainment of identified objectives; identifies and prepares required issuances for presentation to the supervisor. Makes extensive travel arrangements, making complete arrangements for large conferences, preparing documents for training and seminars. Keep abreast of pertinent administrative rules, regulations and procedures. Disseminates information on new or revised administrative policies and procedures to the office. Assures that actions of an administrative nature, originating within the agency, comply with established guidelines and requirements. Assists the supervisor in coordinating and monitoring practices and procedures utilized by the support staff to ensure compliance with all applicable regulations and procedures. Responds to written inquiries and administrative problems brought to supervisor by members of the immediate staff. Notifies the appropriate staff members of the need for information.

QUALIFICATIONS AND EDUCATION

Must possess at least one (1) year of specialized experience equivalent to the grade 9 level. Specialized experience is experience which is directly related to the position and has equipped the individual with the knowledge, skills and abilities to successfully perform the duties of the position including, but are not limited to evaluating facts and circumstances involved in making recommendations for solving administrative practices; analyzing and developing new ways to improve the accuracy, adequacy, timeliness and validity of data for disseminating information about the program, etc.

OR

An Equivalent combination of education, training and experience

LICENSE AND CERTIFICATION

NONE

WORKING CONDITIONS/ENVIRONMENT

Work is performed in an office setting, which has adequate light, heat and ventilation. The work is primarily sedentary in nature.

OTHER SIGNIFICANT FACTS

Tour of Duty: 8:00 am – 4:30 pm, Monday - Friday

Collective Bargaining Unit (Non-Union): This position is not covered under a collective bargaining agreement.

Promotion Potential: None

Position Designation: The incumbent in this position will be subject to enhanced suitability screening pursuant to Chapter 4 of DC Personnel regulations, Suitability. This position has been designated as a security-sensitive position.

EEO Statement: The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.