Staff Assistant

The purpose of this task order is to provide professional services in the form of one (1) Junior Staff Assistant, who will support the R/PPR front office by performing the tasks described in this Statement of Work.  

Job Duties:

• Coordinate with R/EX as necessary on all supplies, repairs and general office maintenance requirements.  

• Coordinate provision of computer equipment and software for senior leadership, including submitting tickets and following up for technical support.   

• Ensure proper planning for provision of new equipment for new office or bureau staff.  

• Provide support for time and attendance for office or bureau employees, managing timesheets and monitoring hours worked and vacation, sick, and travel leave.   

• Manage onboarding requirements for new contract and direct hire staff.   

• Manage office or bureau records in accordance with the Department’s records management policies.  

• Manage calendars and schedules for senior leadership. 

• Make administrative arrangements for conferences and meetings, apprise participants of necessary details, and ensure that all references and background documents are available. 

• Schedule conference rooms and ensure that all technical requirements for computer systems, video conferencing and or/teleconferencing are arranged in advance.  

• Prepare a physical and/or electronic binder outlining each coming day’s activities and compiling relevant preparatory paper for senior leadership.  

• Track due-outs and follow-up items from senior leadership’s interactions, draft email and written correspondence as needed, and assign action to others as appropriate. 

• Process incoming and outgoing materials including correspondence, reports, memoranda, and other written communications.   

• Assign review and clearance responsibilities for incoming materials to subject matter experts and monitor completion.   

• Assign responsibility for drafting specialized correspondence, memos, briefing materials, presentations, and other informational products to subject matter experts.   

• Provide guidance, feedback, and editing support to drafters of informational products.  

• Edit letters, compose reports, review correspondence for accuracy and completeness, prepare presentation outlines, develop standard or form letters, and reply to inquiries.   

• Develop background information and prepare outlines for senior leadership’s briefings, papers, and correspondence/reports.   

• Prepare varied documents such as newsletters, brochures, flyers, special reports,  briefings, manuals, etc. by integrating and laying out text and graphics on a page;  adjusting the size of charts, graphs and pictures; applying publishing capabilities to  enhance the presentation of data; changing tables to graphs; adding boxed explanatory text; highlighting/shadowing material; superimposing graphs with other  graphs or clip art; importing graphics into text, etc.    

• Arrange travel for office or bureau leadership, including securing travel and hotel reservations, processing travel authorizations, and preparing vouchers upon traveler's return.  

• Prepare and gather all relevant trip materials for leadership travel and compile into a physical and/or electronic binder.   

• Liaise with managers and staff in other Department bureaus.