Staff Assistant

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Job location
441 4th St. NW
Washington, DC 20001
United States
Organization information
Organization name: 
Office of the Attorney General for the District of Columbia
Job type: 
Other
Position Description: 

For more information about this vacancy, visit: https://oag.dc.gov/sites/default/files/dc/sites/oag/release_content/atta...

DESCRIPTION OF DUTIES: This position is located in the Personnel Labor and Employment Division, Human Resources Section. The incumbent is responsible for providing substantive administrative and management support work, which contributes to the office’s effective and proficient operation. Incumbent’s duties include:

* Works with HR Specialists to accomplish a wide range of human resources transactions related to recruitment, placement, classification, recordkeeping, and file management.
* Utilizes different software applications in daily work and prepares presentations, graphs, charts, and tables using Microsoft Office tools.
* Manages and controls incoming correspondence, forms and assignments. Ensures that all documents requiring the supervisor’s signature are recorded.
* Ensures that the practices and procedures used by the staff are consistent with those of the office.
* Develops guidelines and procedures related to correspondence, and maintains various types of logs, records, and filing system for the Office. Recommends procedural changes to improve, expedite and eliminate office management problems.
* Develops and maintains office systems and procedures ensuring that the accuracy, timeliness and feasibility of a variety of administrative support functions are carried out appropriately.
* Obtains, complies and maintains personal data, organizational information, reports, communication and administration references, inventory of supplies and equipment, document control, time and attendance reports, central office files and the confidentiality of information.
* Analyzes facts and circumstances involved in making recommendations for solving administrative problems with the limits of standards or acceptable management and administrative practices.
* Analyzes and develops new ways to improve the accuracy, adequacy, timeliness, and validity of data for disseminating information about the program.
* Conducts research into matter of general or specific concerns, which fulfills the requirements of the program.
* Provides research references and advisory services for the supervisor in successfully fulfilling the requirements of the program.
* Manages and controls incoming correspondence, forms and assignments. Ensures that all documents requiring the supervisor’s signature are recorded.
* Reviews documents prepared for the supervisor’s signature to ensure that the materials are grammatically accurate and that all supporting documents are provided.
* Ensures that the practices and procedures used by the staff are consistent with those of the office.
* Develops guidelines and procedures related to correspondence, and maintains various types of logs, records, and filing system for the Office. Recommends procedural changes to improve, expedite and eliminate office management problems.
* Develops and maintains office systems and procedures ensuring that the accuracy, timeliness and feasibility of a variety of administrative support functions are carried out appropriately.
* Obtains, complies and maintains personal data, organizational information, reports, communication and administration references, inventory of supplies and equipment, document control, time and attendance reports, central office files and the confidentiality of information.
* Recommends procedural changes to improve, expedite and eliminate office management problems.
* Provides administrative support to office members participating in short-term task forces and committees. Generates internal correspondence and procedures and external documents that assists staff in the workflow and operation of the program.
* Keep abreast of pertinent administrative rules, regulations and procedures. Disseminates information on new or revised administrative policies and procedures to the office. Assures that actions of an administrative nature, originating within the agency, comply with established guidelines and requirements.
* Assists the supervisor and HR Specialist in coordinating and monitoring practices and procedures utilized by the support staff to ensure compliance with all applicable regulations and procedures.
* Responds to written inquiries and administrative problems brought to supervisor by members of the immediate staff. Notifies the appropriate staff member of the need for information.
* Performs other related duties as assigned.

Requirements: 

QUALIFICATIONS: Candidates must have at least one (1) year of Specialized Experience. Specialized Experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, at least one (1) year of specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization.

To apply: 

SUBMISSION OF RANKING FACTORS: The following ranking factors will be used in the evaluation process. All applicants MUST respond to the ranking factors by submitting responses in the relevant area provided on the DC2000 Employment Application. Please describe specific achievements, experience, education, training, etc. that demonstrates the degree to which you possess the job-related knowledge, skills, and abilities described in the ranking factors. The information given in response to the ranking factors should be complete and accurate to the best of your knowledge.

Ranking Factor #1: Knowledge of principles, concepts, and techniques related to the planning, organization and implementation of office management systems to maintain the orderly flow of work in the office.

Ranking Factor #2: Knowledge in PeopleSoft , and proficient in the use of operation a personal computer (PC), utilizing Microsoft Word, Excel, Access, PowerPoint, etc., and a willingness to learn new technology associated with assigned work tasks.

Ranking Factor #3: Knowledge of mission, functions and operating procedures of the office/program to effectively accurately and expeditiously meet its goals and objectives.

HOW TO APPLY: Candidates should e-mail one PDF file which includes the following, addressed to Doris Roseborough (202-724-7316) at [email protected] by 11:59pm EST on October 12, 2017:
1) A cover letter;
2) Completed Employment Application for the District of Columbia Government (DC2000);
3) Résumé; and
4) Responses to each of the Ranking Factors.

Notes: 
Equal Opportunity Employer
Submission deadline: 
Monday, September 25, 2017
Expiration date: 
Thursday, October 12, 2017