Executive Assistant (Office of the Director)

The Child and Family Services Agency (CFSA) is a cabinet-level agency within the District of Columbia government, committed to the safety, permanence, and well-being of children and families residing in the District of Columbia. Charged with protecting child victims and those at risk of abuse and neglect, CFSA fosters collaborations within its administrations to deliver exceptional family-focused services to the community and its residents.

This position is located in the Office of the Director (OD) of the Child and Family Services Agency. The primary duties of the Executive Assistant are to provide comprehensive administrative, management, analytical, and operational support or related work to the OD, some of which are highly confidential and sensitive in nature.

Duties and Responsibilities

The Executive Assistant's duties and responsibilities include but are not limited to:

• Acts as a proxy in meetings or communications and manages the production of reports or other deliverables. Responsible for tracking the completion dates for incoming and inter-agency correspondence. Maintains privacy of all sensitive subject matter and ensures that the Office complies with agency, federal, and district privacy regulations.
• Develop administrative data to prepare reports related to the assignment. Research administrative matters gather facts, define and explore problems, and initiate and maintain contact necessary to complete assignments.
• Develop procedures, protocols, and systems to coordinate staff and assignments and ensure that all deliverables are completed on time. Drafts correspondence, memoranda, and reports regarding administrative matters. Requests technical material and information from various sources for incorporation.
• Prepares correspondence for the Director’s signature, including letters, memoranda, and other information on various topics and issues, and reviews documents for content, accuracy, format, and grammar. Prepares the immediate supervisor for speaking engagements by coordinating staff and information, providing speech notes, and contact persons; and researching talking points and briefing materials.
• Guides other divisions or administration regarding a variety of administrative processes related to procuring services, financial tracking, planning of meetings, and special events.
• Receives and refers visitors and telephone calls. Provides general information to subordinate organizational components as directed.
• Researches and prepares travel documents. Maintains office inventory of equipment and consumable supplies. Orders and receives office supplies and program resources.
• Performs other related duties as assigned.

Qualifications and Education

• Comprehensive knowledge of and ability to appropriately apply CFSA rules, regulations, administrative policies, procedures, and programs to the overall operations of the Office and specific work situations.
• Comprehensive knowledge of the Office procedures and methods to sufficiently assist in the coordination of work and provide assistance to other divisions or administration as necessary and to identify inconsistencies in reporting operations.
• Demonstrated ability to liaise or work with and ensure timely and accurate responses from CFSA leadership and staff members. Ability to exercise tact, diplomacy, and judgment to effectively maintain a cohesive, pleasant, professional, and cooperative working environment.
• Demonstrated ability to maintain complex and confidential files, records, and official documents.
• Demonstrated excellent oral and written communication skills to be able to provide complex operational and/or administrative information.
• Knowledge of English grammar, spelling, punctuation, required style, and format to ensure accuracy, neatness, and conformity to the established Office or District standard.
• Proficiency in Microsoft Suite. Thorough knowledge of computer equipment, computer software, computer-based mass communication technology, office equipment, and various database programs and management systems.
• Demonstrated ability to perform comprehensive qualitative and quantitative analysis.

Licenses and Certifications

None.

Relevant Bachelor’s degree is highly preferred.

Four (4) years of directly related experience (i.e., Executive Assistant or its equivalent for a top-level executive) is highly preferred.

Must possess at least one (1) year of specialized experience equivalent to the grade 11 level in the District of Columbia government service or its non-District equivalent. Specialized experience is experience which is directly related to the position and has equipped the individual with the knowledge, skills, competencies, and abilities to successfully perform the duties of the position including, but are not limited to, developing and/or gathering comprehensive administrative data to prepare reports; developing procedures, protocols, and systems to coordinate staff and assignments and ensure all deliverables are timely completed; drafting correspondence, memoranda, and reports; requesting technical material and information from various sources for incorporation; researching administrative matters, gathering facts, defining and exploring issues or problems, and initiating and maintaining contact necessary to complete assignments; demonstrated ability to liaise or work within and outside of the organization; demonstrated ability to exercise tact, diplomacy, and judgment to effectively maintain cohesive, pleasant, professional, and cooperative working environment; or other similar duties.

Working Conditions/Environment

Work is performed in an office setting.

Other Significant Factors

Promotion Potential: None.

Collective Bargaining Unit: This position is not covered under a collective bargaining agreement.

Duration of Appointment: Career Service-Regular

Pay, Plan, Series & Grade: CS-301-12

Position Designation: This position is designated as “security” sensitive per DPM Chapter 4 (Suitability). The candidate/incumbent is subject to a criminal background check, traffic records check, consumer credit check (as applicable), reasonable suspicion drug and alcohol test, and post-accident or incident drug and alcohol test.

Residency Preference: Applicants claiming “Residency Preference” will be required to maintain residency in the District of Columbia for a minimum of (7) years. Failure to do so may result in forfeiture of employment.

EEO Statement: The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.

Closing Statement: Official job offers are made by D.C. Child and Family Services Agency’s Human Resources only.