ISN/ECC – ECC Administrative Support Specialist

ISN/ECC – ECC Administrative Support Specialist Company: U.S. Department of State, Bureau of International Security and Nonproliferation Location: Washington, DC 20520 Industries: Government Job Type: Full Time Years of Experience: 2+ Years Education Level: Bachelor’s Degree (desired) Career Level: Entry level (non-manager) Salary: $60,129- $94,581 (GS-9, Step 1 to GS-11, Step 10) Job Reference Code: Number of Positions: One (1) Security Clearance Level: Secret Duty Location: Washington, D.C. Travel Required (Y/N & Percentage): No Remote (Y/N): No Telework Eligible (Y/N & Details): Yes—as determined by the agency policy. NOTE: If you are a DoS PSC employee who currently works at a remote work location (i.e., full-time telework), your approval for remote work does not transfer to this position. ISN/ECC Administrative Support Specialist - Personal Services Contract Overview: This position is located in the Office of Export Control Cooperation (ISN/ECC), U.S. Department of State, in Washington, D.C. ISN/ECC is the U.S. Government’s premier provider of assistance to foreign governments to ensure strategic trade control systems meet international standards. By engaging on bilateral, regional and multilateral levels with foreign governments, ISN/ECC works with partners to establish independent capabilities to regulate transfers of weapons of mass destruction, WMD-related items, conventional arms, and related dual-use items, and to detect, interdict, investigate, and prosecute illicit transfers of such items. The Administrative Support Specialist is a key member of the team and reports directly to the ISN/ECC Director. The incumbent provides support for a broad range of administrative and technical activities, functions and related issues that impact the Office's most important programs and services. The position is expected to analyze, plan, and manage aspects of programs to provide direct administrative support to senior level officials and other staff across the Office. Job Description: THIS IS A NON-PERMANENT POSITION. YOU DO NOT ACQUIRE COMPETITIVE OR EXCEPTED SERVICE STATUS FROM THIS POSITION. This is a personal services contract (PSC) position located in the Bureau of International Security and Nonproliferation, Office of Export Control Cooperation (ISN/ECC) at the U.S. Department of State in Washington, DC. The selected individual will serve as ISN/ECC Administrative Support Specialist reporting directly to the Director of ISN/ECC. The ISN/ECC Administrative Support Specialist will serve as a key member of the team and provide support to the ISN/ECC Director and other office leadership to include taking ownership of scheduling meetings, arranging travel, and providing other administrative tasks. S/he will coordinate briefing materials, including presentations, BCLs, and other paper for the Director and others, to include tracking Director clearances and responses to requests for information or taskers. The incumbent is responsible for managing office operations, to include maintaining the Director and Deputy Director’s calendars, updating and deconflicting shared office calendars on a regular basis, managing timekeeping records for all direct-hire staff, managing Office Director and Deputy’s travel, serving as the main point-of-contact for ISN/ECC staff visa assistance and passport needs, working with the Director on resolving office space issues and needs, submitting IT work orders for new equipment and repairs, interfacing with language services for translation and interpretation, and providing accurate and timely advice on procedures, reports, requirements, and instructions in managing the daily activities of the office. The incumbent is also responsible for ordering and provisioning office supplies and equipment. Core responsibilities include: Serve as primary scheduler for ISN/ECC Director and Deputy Director; reconcile conflicts; arrange and facilitate meeting and conference logistics (both in-person and virtual), take notes, and follow up on due-outs as needed. Reserve meeting and conference rooms, organize logistics, collect and submit visitor/guest access requests and maintain escort duty schedules. Manage Director and Deputy Director’s travel to include securing passports and visas, preparing travel orders and vouchers, requesting e-country clearance, making hotel reservations, securing business class accommodations when authorized, resolving issues, assisting with receipt reconciliation for submission of travel reimbursement, and completing related requests. Serve as point person for obtaining passports and visas for ISN/ECC staff assigned domestically. Liaise with Post and EXBS Advisors on preparing forms and gaining approvals necessary to obtain new passports or visas for staff assigned at Post. Support travel by U.S. interagency representatives as needed to support EXBS Program objectives. Advise ISN/ECC staff on travel policies and regulations and contribute to the maintenance of the office travel SOP. Ensure that incoming correspondence is appropriately routed. Coordinate inquiries and develop responses of a routine nature. Draft reports, correspondence, briefing materials and other documents. Collect data and prepare papers, PowerPoint slides, and other materials for briefings and presentations. Evaluate, analyze, and edit information for the Director or other staff use. Manage input to recurring taskers ensuring timely and accurate completion, to include the daily and weekly activity reports and requests for information. Provide the office with a wide range of support and guidance in logistical and administrative support functions, requiring knowledge of the Office's mission, program goals and objectives, processes, and sequence and timing of key administrative events and milestones. These may include, but are not limited to, assisting staff in day-to-day operations of the office; compiling, tracking, and analyzing data; developing and establishing new or modified work methods, procedures, guidelines, or policies for support of program offices; coordinating the implementation of new office policies and systems; interacting with internal staff and external customers; preparing complex and sensitive correspondence; and scheduling internal and external meetings. Support the general office administrative duties such as receiving and distributing mail and deliveries for the office; and obtaining, receiving, and distributing office supplies. Advise office leadership to determine administrative needs, prepare and submit requests for supplies, services/maintenance, equipment, printing, and monitors the status of such requests. Manage office inventories on expendable and/or non-expendable supplies and furnishings records for budget allocation purposes. At the GS-9 equivalent level, the individual performs these tasks with close direction from ISN Director and other senior-level staff, demonstrating thorough knowledge of ISN/ECC Office mission with latitude for the exercise of independent judgment. At the GS-11 equivalent level, the individual performs these tasks under general supervision, with wide latitude for the exercise of independent judgment, demonstrating an intimate grasp of the specialized and complex subject matter related to ISN/ECC mission. Additional responsibilities may include: As applicable, attend senior leadership meetings, identify and task due outs, and track unresolved items. Serve as the authoritative source to ensure suspense dates are recorded and that decision makers have access to the precise status. Communicate and record principals' decisions made through memoranda. Support records management initiatives, including electronic archiving. Travel in support of ISN/ECC programs as requested by ISN/ECC Director. Other related duties as may be assigned by ISN/ECC. DESIRED QUALIFICATIONS: Excellent oral and written communication skills in a collaborative environment. Excellent time management and organizational skills, collaborative work style, and strong interpersonal and team skills. Ability to plan, organize, coordinate, implement, and evaluate program activities and policies. In addition, the ability to communicate, and address project risks. Ability to work independently with minimal need for close supervision. Active Secret security clearance. Familiarity with U.S. nonproliferation and foreign policy objectives. Familiarity with Department of State and/or U.S. government processes. CONDITIONS OF EMPLOYMENT U.S. Citizenship is required. Individual must be able to obtain and maintain a Secret security clearance. Individual must be able and willing to travel, potentially to remote or hazardous locations. This position is telework eligible. Incumbent’s in-office and remote work days will be determined by ISN/ECC Director. BENEFITS: Annual and Sick Leave The Contractor will accrue and request annual and sick leave (paid time off) in accordance with the Office of Personnel Management (OPM) regulations. For full-time employees, annual leave accrual rates start at 4 hours every biweekly pay period, while sick leave accrual is 4 hours every pay period. Those entering on duty with prior military service and/or federal service can credit their years of service for higher annual leave accrual rates. The employee will also be paid for federal holidays that fall within their regularly scheduled tour of duty. While serving abroad, the Contractor will also be entitled to all holidays granted by the U.S. Embassy to U.S. citizen Civil Service and Foreign Service employees. Health & Life Insurance Reimbursement If eligible: The individual selected will be provided a contribution (reimbursement) of 72 percent against the Contractor’s health insurance premium costs toward either an individual or family policy, provided that such costs may not exceed the maximum U.S. Government contribution for direct-hire personnel as announced annually by OPM. The Contractor will also be provided a contribution (reimbursement) of 50 percent against the actual costs of an individual annual life insurance policy not to exceed $500.00 per year. The Contracting Officer will confirm the individual’s contribution is compliant with the contract requirements prior to submitting for reimbursement. Proof of health and life insurance coverage, including a receipt showing the individual’s payment for coverage, shall be submitted to the Contracting Officer before any contribution is paid. 401K Plan A non-matching, privately administered 401(k) plan is available through the Department. Relocation Assistance Available: None How to Apply: Please apply through BetterTeam.com and submit the following as a single attachment: 1. Cover letter 2. Resume 3. A list of at least three professional references 4. Writing sample Failure to submit a complete package may disqualify the applicant from consideration. You will be evaluated against the requirements outlined in this announcement, so your resume and cover letter should demonstrate that you meet the required qualifications above to undertake this position. Your references will only be contacted with your permission following an interview. State/ISN/ECC expects to screen and interview candidates within 7 days of close of announcement. ONLY APPLICANTS SELECTED FOR INTERVIEWS WILL BE CONTACTED. Offers of employment will be dependent on ability to obtain security clearance through the Department of State’s Diplomatic Security bureau. There may be unanticipated vacancies that occur during the period of this job posting or soon after its close. Candidates who apply to this announcement may also be provided the same consideration for these vacancies. Diversity and Inclusion: ISN/ECC works to recruit, retain, develop, empower, and promote employees from diverse backgrounds at all levels. A team with diverse backgrounds and perspectives, including in leadership positions, is crucial to achieving the mission of ISN/ECC. New employees to the Department of State will be required to successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit www.dhs.gov/E-Verify Veterans and persons with disabilities are encouraged to apply. For more information, please visit the links at the bottom of this page or visit the FedsHireVets website. All males born after December 31st 1959 must abide by laws regarding Selective Service registration. To learn more about this law, visit the Selective Service web page, Who Must Register. If you are not registered and don't have an approved exemption, you will not be eligible for employment with the Federal government. EEO Policy: USAJOBS Help Center - Equal employment opportunity policy Reasonable Accommodation Policy: USAJOBS Help Center - Reasonable accommodation policy Veterans Information: USAJOBS Help Center - Veterans Note: This is a Personal Services Contract. This is NOT a federal direct-hire position. Vacancy announcement will close at midnight, October 3, 2024.