Staff Assistant, Executive Office of the Mayor

The Government of the District of Columbia is seeking a staff assistant. The position is located in the Executive Office of the Mayor.

The incumbent will:

Provide substantive administrative and management support to the office; analyze facts and circumstances involved in making recommendations for solving administrative problems with the limits of standards or acceptable management an administrative practices; analyze and develops new ways to improve the accuracy, adequacy, timeliness and validity of data for disseminating information about the program; conduct research into matter of general or specific concerns, which fulfills the requirements of the program;  manages and controls incoming correspondence, forms and assignments; ensure that all documents requiring the supervisor’s signature are recorded; review documents prepared for the supervisor’s signature to ensure that the materials are grammatically accurate and that all supporting documents are provided; ensure that the practices and procedures used by the staff are consistent with those of the office; develop guidelines and procedures related to correspondence, and maintains various types of logs, records, and filing systems for the Office; recommend procedural changes to improve, expedite and eliminate office management problems; develops and maintains office systems and procedures, ensuring that the accuracy, timeliness and feasibility of a variety of administrative support functions are carried out appropriately; obtains, complies and maintains personnel data, organizational information, reports, communication and administration references, inventory of supplies and equipment, document control, time and attendance reports, central office files and the confidentiality of information; recommend procedural changes to improve, expedite and eliminate office management problems; provide administrative support to office members participating in short- and long-term task forces and committees;  generate internal correspondence and procedures from the Mayor and external documents that assists staff in the workflow and operation of the program; serve as contact for service delivery appeals from constituents to whom no reply or service has been provided; develop and maintain a comprehensive annual calendar of activities, programs and requirements; ensure timeliness of programs and activities and attainment of identified objectives; identify and prepare required issuances for presentation to the supervisor; make extensive travel arrangements, making complete arrangements for large conferences, preparing documents for training and seminars; assure that actions of an administrative nature, originating within the agency, comply with established guidelines and requirements; assist the supervisor in coordinating and monitoring practices and procedures utilized by the support staff to ensure compliance with all applicable regulations and procedures; respond to written inquiries and administrative problems brought to supervisor by members of the immediate staff; and notify the appropriate staff members of the need for information.

Salary Range:   $51,500    -  $ 77,250 (Annually)

The incumbent should be:

• Available during non-traditional work hours, including weekends, due to the nature of the Mayor’s schedule; and
• Have a valid driver’s license and is expected to drive a government vehicle.

The incumbent must possess:

• Excellent oral and written communication skills.

1. Knowledge of functions and operating procedures of the Office of the Mayor to effectively, accurately and expeditiously meet its goal and objectives.
2. Knowledge of, and skill in applying analytical, investigative and evaluative methods and techniques to conduct research, resolve problems, gather information, analyze and evaluate information/data.
3. Knowledge of principles, concepts, and techniques related to the planning organization and implementation of office management systems to maintain the orderly flow or work in the office.
4. Ability to communicate effectively, in writing, orally and through automated tools to obtain information; to convey messages and information; to compose reports; and to make recommendation.  Ability to exercise tact and discretion, and skill in human relations in dealing with people from diverse backgrounds.
5. Demonstrated knowledge of automated office systems and equipment and software (WordPerfect, Database III, Microsoft {Excel, PowerPoint, Word} etc.).