Ian, Evan & Alexander currently seeks a Support Specialist to join our team in Washington, DC. The Support Specialist will be responsible for the following:
This position is located in the Office of Cyber Affairs, Bureau of Intelligence and Research (INR/CYBER), where the incumbent serves as secretary to the Office Director and support specialist to the office as a whole.
The incumbent manages the daily activities of the Office including maintaining the office calendar. The incumbent also performs a variety of duties to support the activities of the Director and office staff.
The incumbent’s ability to perform adequately is based on a thorough knowledge of the responsibilities of the Director; the organization of the office; Bureau activities; and the nature/status of projects. The incumbent must understand the overall mission of the Department of State and its relationship to the work of the office.
Receives visitors and telephone calls; determines the nature of the visit/call; and determines which can be handled personally or whether referral to the supervisor or other staff members is required. The secretary is authorized to give out routine and/or special information to visitors/callers upon determining their clearance level.
The work is usually performed in an office setting inside a Sensitive Compartmented Information Facility (SCIF). The secretary maintains a secure office environment and escorts visitors in accordance with security procedures.
Maintains the daily calendar and schedules the activities of office staff. The secretary independently establishes priorities, appointment, meetings or representation by subordinates. Advises the supervisor of appointments and other commitments that might have a bearing on future decisions.
Makes arrangements for meetings and conferences including location and time, informs all participants of arrangements and provides background information to them as required. Maintains mailing lists of participants. The secretary takes notes and reports action taken to appropriate staff members, then follows up to assure necessary action is completed.
Controls all correspondence. Receives incoming classified and unclassified mail, and determines whether correspondence should be brought to the attention of the Director, referred to appropriate staff, or handled personally.
Reviews correspondence and documents prepared for the Director’s signature for conformance with policy and regulations, as well as for correct grammar and format. Obtains clearances, referenced materials, and background information as required. Composes non-technical, routine correspondence on own initiative as necessary.
Makes arrangements for travel of the Director, and other staff members, including the scheduling of all appointments, securing travel and hotel reservations passports, visas and travel advances. Upon their return, prepares vouchers from travel diaries and notes.
Serves as liaison between the Director and staff, and other offices in the Bureau and the Department. Assures the staff is informed of the Director’s plans and commitments. Tracks issues and papers assigned to staff members and informs the Director of status. Informs staff members of the Director’s instructions and requests.
Establishes and maintains the Directors personal files; searches for information difficult to obtain; compiles data; and summarizes information relevant to a particular issue. Archives classified files according to established procedures.
Prepares letters, reports, office instructions, etc., from rough draft or general outline presented by the supervisor. The secretary is responsible for the correct spelling, punctuation, grammar, and format of the completed work.
Performs other duties as assigned.
The incumbent may be assigned to provide similar administrative support services to other offices within the Bureau should the need arise.
KNOWLEDGE REQUIRED BY THE POSITION:
The incumbent should have a fundamental understanding of administrative concepts and practices to perform his or her duties. The incumbent should know U.S. Government procedures, including those that pertain to correspondence, travel (domestic and overseas) and security.
The incumbent should advise staff concerning reporting requirements and general administrative procedures of the office. He or she must be able to operate personal computers including programs such as Word and Excel. A qualified typist is required.
Knowledge of correct grammar, spelling, punctuation, and required formats is essential to preparation of correspondence and review of documents presented to the Director. It is desirable to understand special terminology used by the Cyber Office.
The incumbent must be familiar with the substantive programs of the INR bureau as they relate to administrative and clerical functions and understand the specific duties, commitments, and program goals of the Director. He or she must be familiar with the organizational structure of the Bureau and of the Department to refer visitors and callers.
The Director establishes overall objectives, and the secretary sets the deadlines for the work to be done in consultation with the Director. The incumbent performs the duties of the job independently, handling a wide variety of situations and conflicts that may arise.
He or she uses initiative in determining the correct approach to resolve problems, referring only the most complex to the Director. Completed work is reviewed for overall effectiveness.
Procedural guidelines and general policy guidelines, both written and unwritten, are available. The secretary must rely on personal judgement to interpret and adapt guidelines to specific situations.
The work includes various duties involving different and unrelated processes and methods. The incumbent is responsible for ensuring that the procedures and administrative control of the office work smoothly, and that administrative details are not overlooked.
Decisions regarding what needs to be done and how the work should be done are based on the secretary’s knowledge of the goals, policies, priorities, and commitments of the Director and the staff. The incumbent must be able to analyze the subject and/or issues affecting various assignments, and interrelationships between the Office, other components of the Department, and other agencies.
The incumbent of this position must possess a Top Secret/Sensitive Comparted Information (TS/SCI) clearance.