Administrative Assistant Celestar Corporation (Department of State Contractor) Six Month Position for May or Recent Grad
The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President’s principal foreign policy advisor. The Department of State’s mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous and secure world.
The Bureau of International Narcotics and Law Enforcement Affairs (INL) keeps Americans safe at home by countering international crime, illegal drugs, and instability abroad. INL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systems. These efforts reduce the amount of crime and illegal drugs reaching U.S. shores.
INL’s Global Policy and Programs (GPP) division serves as the focal point for counterdrug and anti-crime policy and programs, while also serving as the Bureau’s institutional link with multilateral entities and overseeing a wide array of anti-crime sanctions and deterrence tools. To this end, INL/GPP is responsible for overseeing engagement within a range of multilateral stakeholders in the area of cybercrime, including debates in the UN General Assembly and the UN Commission on Crime Prevention and Criminal Justice.
LEVEL OF EFFORT Hours for the position will be the core hours of the Department of State: Monday through Friday, 40 hours per week, 8 hours per day. The level of effort for this position is equivalent to an Administrative Assistant, Level 2.
TELEWORK If applicable, telework is authorized only with prior INL/GPP Office Director, INL Contracting Officer (CO), and Contracting Officer’s Representative (COR) approval, in accordance with Department of State and INL policies.
LOCATION The physical work location is the INL/GPP office at State Annex 1 (SA-01), Columbia Plaza, 2401 E St. NW, Washington, DC OR HST Main State Building, 2201 C Street NW, Washington, DC 20520.
TRAVEL Travel is authorized for this position in accordance with the award and shall not exceed the designated ceiling.
TRAINING This BPA Call provides for mandatory training for DOS-specific equipment, systems, and processes (reference 13 FAM 300 Agency Mandated Training), which shall be completed promptly and in accordance with Department policy. These trainings do not require INL Contracting Officer (CO) approval.
Travel related training (i.e. FACT (CT650), HTSOS-C etc.), may be required, if applicable. The contractor’s Program Manager (PM) shall coordinate with INL/EX/GAPP to determine if applicable and if INL CO’s approval is required prior. All other training requires INL CO approval.
DUTIES AND RESPONSIBILITIES
Take notes and prepare memos, production requests, answer questions regarding administrative and non-technical matters, etc.
Prepare outgoing correspondence and other written documents.
Responsible for the format, grammatical accuracy, typographical accuracy, and any necessary attachments.
Responsible for ensuring documents have been cleared by all appropriate staff and are procedurally correct.
Maintain current knowledge of established procedures for the preparation and clearance of correspondence, action documents, etc., and keep staff members informed.
Establish, organize, and maintain a variety of files in a comprehensive, easy to use manner so that contents may be easily located and archived, as necessary.
Arrange for documents to be copied, as well as other administrative matters in accordance with general office procedures.
Arrange for virtual and in-person meetings, including space, time, etc., and notify participants.
Assemble indicated background material for staff members’ use and, as required, attend to take notes and prepare detailed or summary reports of proceedings.
Receive and screen incoming telephone calls and visitors.
Receive and read incoming email, including correspondence, reports, and instructions. Screen out items that the incumbent is authorized to handle, and forward the rest, together with necessary background material, to the appropriate staff members working on the projects.
Assist with the preparations of public messaging materials, to include social media copy and Department-disseminated statements.
Coordinate with INL Public Affairs and Public Diplomacy (PAPD), Bureau of Global Public Affairs (GPA), and posts on distribution of messaging materials via an online platform.
A Bachelor’s Degree from an accredited institution.
Two (2) to eight (8) years’ experience in relevant field.
Knowledge of, and demonstrated experience using, Microsoft Office Suite.
Knowledge of, and skill in correct usage of, English grammar, spelling, punctuation, capitalization, and style.
Demonstrated experience in the use of the telephone and voicemail.
Demonstrated knowledge of, and skill in social media platforms (including Facebook, YouTube, and Twitter).
Demonstrated familiarity with graphic design programs (including Canva or Adobe).
Demonstrated experience using online applications (such as SharePoint).
Demonstrated experience in communication skills, both oral and written.