Administrative Specialist IV

3 weeks ago

Arlington, United States Cape Fox Corporation Full time

Job Title

Administrative Specialist IV

Job Description

Administrative Specialist IV

Work Location: Arlington, VA

Cape Fox subsidiary Kwaan Tech is seeking an experienced Administrative Specialist IV to join our team. The Admin Specialist IV (ASIV) supports the High Threat Programs (HTP) Directorate in the Bureau of Diplomatic Security (DS). The Admin Specialist IV is responsible for assisting the delivery, assessment, and resolution of major managerial and operational issues, which require action by the Deputy Assistant Secretary (DAS) and Office Director level positions. The ASIV collects, analyzes, and defines data requirements and specifications for the HTP Front Office and Directorate. The ASIV makes recommendations to improve and streamline procedures and processes. The ASIV uses database management, project management and other management tools to monitor project activities. The ASIV prepares a variety of memoranda, briefing documents, status reports and letters. The ASIV initiates and/or conducts a variety of special projects or studies requiring compilation of statistical, interpretive, and basic information. The ASIV has a thorough understanding of DOS policies and procedures, national security, foreign policy, public diplomacy, and foreign affairs.

Core Duties:

  • Provide direct and detailed administrative support to the Deputy Assistant Secretary
  • Coordinate with HTP Regional Directors to facilitate communication between the DAS and Regional Security Officers
  • Manage HTP personnel overseas/domestic travel plans to include authorizations, vouchers, visas, and agenda coordination with Desk Officers reaching out to Post
  • Provide Front Office coverage in lieu of absence of Special Assistant(s)
  • Manage meeting arrangements with senior Department of State (DOS) officials, other non- DOS parties, Inter-Agency parties and ensure location or telecommunication capability is available
  • Review DS Liaisons memorandums of understating (MOU) with the different Department of Defense (DoD) Global Combatant Commands (GCC) to ensure ongoing support of these positions
  • Provide detailed administrative support, to include maintenance of various administrative reports, and review of daily correspondence and key items that directly impact appropriate staff in internal and external offices. Collect proper materials, reports or agendas prior to any meetings/briefings
  • Perform other duties and complete special projects as may be assigned and directed by the DAS and/or HTP senior management.
  • Coordinate routine correspondence with all Regional Directors (RD), Desk Officers (DO) and other DS Directorates and DOS executive staffers, ensuring correct punctuation, capitalization, spelling, grammar, and conformance to style in accurate; finalize division documents, ensure all tabs, cover pages, etc., are in the proper configuration, secure the appropriate signature, and deliver to appropriate addressee and locations
  • Assist in High Threat High Risk (HTHR) Post evacuations within an administrative function varying in fast-paced reporting and information passing to executive leadership and the DS Command Center
  • Track and maintain task force rosters related to any HTHR Post evacuations
  • Receive, review, format and disseminate DS Directorate tasks to include travel requests, press guidance, Weekly Activity Reports, Post Staffing Numbers, Posts of Concern, Deputies Committee and Counterterrorism Security Group Bullet Points
  • Provide administrative support for reports, briefing presentations and special projects
  • Assist in preparation of staff papers, policy directives, and information memoranda to be used by Department Principals
  • Proofread outgoing routine items to ensure compliance with format guidelines and make edits to bring them into compliance
  • Coordinate administrative support between the DS Directorates and DS/HTP Offices
  • Utilize database management, project management and other management processes to keep track of project activities, inquiries and request and maintain status through completion
  • Provide direct support and planning for all DS/HTP International workshops / conferences
  • Manage distribution of the Directorate's temporary parking passes on SharePoint log
  • Collect and process time and attendance to include leave, overtime and premium compensation requests
  • Maintain and organize time and attendance files for tracking/historical record in anticipation of OIG inspections or audits
  • Coordinate Law Enforcement Availability Pay (LEAP) and general payroll-related policies/standards; work with the Bureau of the Comptroller and Global Finance to resolve discrepancies
  • Maintain and track Foreign Service assignment bids on SharePoint
  • Oversee, process, track and disseminate all Post Temporary Duty (TDY) staff requests
  • Coordinate with each regional team to ensure the TDY matrix is accurate to reflect Post necessities
  • Act as administrative manager and point of contact for both directorate conference rooms
  • Create and maintain the Protective Security officer roster in coordination with directorate staffing
  • Coordinate with the Domestic Operations (DO) directorate on manpower requests for protective security details
  • Process Danger Pay and Post Differential Allowances
  • Assist with coordination and management of any Directorate special projects
  • Be responsible for training administrative services personnel and assisting in developing administrative processes and procedures directorate staff.
  • Coordinate any purchase requests or equipment issues with the Purchase Card Holder/Unit Security Officer.
Travel Requirements

0 - 10%

Salary Grade

Job Requirements
  • Secret Security Clearance
  • Undergraduate degree from an accredited institution
  • Minimum of one to three (1-3) years administrative experience
  • Highly proficient in Microsoft Office Suite
  • Experience and capabilities working with varying types of database software
  • Willingness to learn specific program requirements of the position
  • Reliability, flexibility, maturity, and the ability to interact with all levels of personnel and departments within Department of State
  • Attention to detail, strong follow-through skills, and ability to maintain confidentiality
  • Working knowledge of SharePoint
  • Familiarity with foreign affairs agencies. Ability to communicate effectively, both orally and in writing, with superiors, colleagues, business professionals, and the public
  • Excellent interpersonal skills working with individuals at all levels within the organization
  • Experience drafting and editing professional reports and documents for senior officials
  • Possess strong multi-tasking skills with the ability to work effectively and efficiently in a high-volume work environment
  • Ability to work in a fast-paced environment to meet deadlines and handle pressure situations is a must
  • Possess excellent organizational skills
  • Ability to work independently on projects and issues within established policy guidelines
  • Must have authorization to work in the United States as defined by the Immigration Reform Act of 1986.

#CJ

Category

Administrative / Clerical

Location

Arlington (DOS) - Arlington, VA 22209 US (Primary)

Education

Bachelor's Degree

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