Call for Resumes - Staff Assistant

Who We Are

ZemiTek, LLC is a Woman-Owned, SBA-certified 8(a) Small Disadvantaged Business (SDB) based in the Washington, DC metro area. We have a strong record delivering innovative and high-quality solutions. Since 2007, ZemiTek has provided technical assistance, project management, information technology (IT), knowledge management, monitoring and evaluation, training and learning development, and institutional support services.

Position Description

Overview 

ZemiTek is pursuing an opportunity to support the U.S. Department of State’s Bureau of Consular Affairs, Passport Services Directorate (CA/PPT). CA/PPT oversees passport issuance nationwide, serving U.S. citizens traveling internationally and protecting the integrity of the U.S. passport as proof of citizenship. Its headquarters offices provide leadership, policy guidance, operational oversight, planning, training, records management, and modernization support to passport agencies and centers. 

The anticipated contract will provide professional, administrative, analytical, and program management support to these headquarters functions. Contractor personnel will help strengthen daily operations, support informed leadership decisions, and advance initiatives that improve service delivery and organizational performance. 

Position Description 

ZemiTek seeks Staff Assistants and Senior Staff Assistants to support the Deputy Assistant Secretary and Managing Directors in directing CA/PPT headquarters operations. Both roles anticipate leadership information needs, facilitate communication across Passport Services and Consular Affairs, and help ensure decision materials are accurate, complete, and submitted through established review and clearance processes on time.

 

Successful candidates will bring strong writing, editorial, and organizational skills; familiarity with Department of State document procedures; and a proactive, responsive approach to leadership support. Both positions require sound judgment, attention to detail, and the ability to present complex information clearly, with greater independence and coordination responsibility at the senior level.

Responsibilities

Anticipated tasks include, but are not limited to, the following: 

Staff Assistant

• Support the Deputy Assistant Secretary and Managing Directors in coordinating headquarters activities, anticipating information needs, and identifying issues requiring leadership attention. 

• Serve as a central point of contact for leadership, facilitating timely communication and dissemination of correspondence, action items, guidance, and policy updates across relevant Department offices. 

• Coordinate and review front office support activities, communicate established policies and leadership direction, and recommend improvements that advance headquarters operational priorities. 

• Coordinate the preparation, routing, review, revision, clearance, and transmission of Department documents, tracking deadlines and following up on outstanding actions. 

• Review and edit correspondence, memoranda, briefing materials, and decision papers for clarity, grammar, consistency, formatting, and completeness. 

• Consolidate office input and reviewer comments, maintain document versions, and resolve missing information or conflicting edits before submission. 

• Keep leadership and relevant staff informed of document status, approaching deadlines, potential delays, and matters requiring action. 

• Provide guidance on administrative practices, monitor relevant policy and procedural changes, and recommend adjustments that strengthen headquarters support. 

 

Senior Staff Assistant

• Provide staff support to the Deputy Assistant Secretary and Managing Directors, coordinating information and materials needed for headquarters leadership activities. 

• Anticipate leadership information needs and obtain relevant input from offices throughout Passport Services and Consular Affairs. 

• Facilitate timely communication across offices, clarifying requests, coordinating responses, and following up on outstanding information needs. 

• Coordinate the preparation, routing, review, and clearance of Department documents, tracking deadlines and addressing delays with responsible personnel. 

• Apply editorial expertise to correspondence, memoranda, briefing materials, and other documents, improving clarity, consistency, organization, and accuracy. 

• Consolidate contributions and reviewer comments, identify conflicting edits or missing information, and coordinate resolution before submission. 

• Prepare organized document packages for leadership review, ensuring required materials and clearance information are complete. 

• Maintain document tracking tools and provide status updates on pending reviews, approaching deadlines, and issues requiring leadership attention. 

• Use Microsoft Word, Excel, PowerPoint, and SharePoint to support document preparation, version management, information sharing, and coordination. 

Qualifications

Staff Assistant

• Bachelor’s degree and a minimum of two (2) years of relevant professional experience. 

Senior Staff Assistant

• Bachelor’s degree and a minimum of four (4) years of relevant professional experience. 

Additional Requirements:

• Active Secret personnel security clearance. 

• Knowledge of Department of State documents and clearance processes. 

• Familiarity with Bureau of Consular Affairs and Passport Services operations. 

• Proficient computer skills and in-depth knowledge of relevant software, including Microsoft Word, Excel, PowerPoint, and SharePoint. 

Preferred Qualifications 

• Experience supporting senior officials in a federal headquarters or comparable professional environment. 

• Knowledge of Department of State document preparation, review, and clearance processes. 

• Familiarity with Bureau of Consular Affairs and Passport Services operations. 

• Strong written communication and editorial skills, including experience preparing materials for executive review. 

• Demonstrated ability to coordinate input and resolve document issues across multiple offices under competing deadlines. 

• Experience using SharePoint for document collaboration, tracking, and version management. 

• Demonstrated discretion, sound judgment, and the ability to anticipate leadership needs and follow through on priority actions. 

What We Believe

ZemiTek offers exciting opportunities for professional growth, and generous benefits including Paid Parental Leave (after 6 months of work), medical, dental and vision benefits, paid time off, 401(k) and 401(k) match, life insurance and disability benefits, as well as performance-based compensation.

 

ZemiTek is committed to the full inclusion of all qualified individuals. As part of this commitment, ZemiTek will ensure that persons with disabilities are provided reasonable accommodations. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to [email protected].