Staff Assistant

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.