What are the responsibilities and job description for the Executive Assistant position at DC Department of Human Resources?
General Job Information
Job Summary
This position is located in the Office of the Secretary of the District of Columbia. The Office of the Secretary provides protocol, authentication and public records management services to the Mayor and District government agencies. In addition to managing the District of Columbia's Archives, commissioning all District of Columbia Notaries Public, and publishing the District of Columbia Register and the District of Columbia Municipal Regulations, the Office of the Secretary is responsible for maintaining official records of mayoral actions and preparing executive orders, proclamations, directives and administrative issuances.
Duties and Responsibilities
Incumbent responds to inquiries and administrative issues, both verbally and in writing, on behalf of the Secretary. Reviews for accuracy, completion and timeliness of all assignments and correspondence requiring the signature of the Secretary. Prepares and controls all correspondence for the Secretary's signature and determines appropriate routing, including what needs the Secretary's personal attention. Assigns appropriate correspondence tracking number. Serves as a troubleshooter on a number of sensitive matters and handles special assignments involving confidential information and data. Provides recommendations for administrative errors or inconsistencies and ensures that the necessary action is taken to resolve the problem area.
Analyzes facts and circumstances involved in making recommendations for solving administrative problems within the limits of standards or acceptable practices. Conducts research into matters of general or specific concern that affect the goals and objectives of the Secretary's accomplishments. Follows up on all assignments made by the Secretary to other senior staff and DC government officials to ensure the timeliness of projects and the completion of the end product. Report delays to the Secretary and explain the reasons behind them. Coordinates with the Secretary to schedule appointments, events, and travel arrangements. Suggests alternative times, as appropriate, in case of conflict. Prepares detailed itinerary and coordinates attendance of appropriate staff, acquisition of visual aids, background information, etc. Plans agendas and determines locations for meetings, conferences, and other special events. Ensures appropriate working papers, pamphlets, briefings, and reports are complete and ready for presentation. Maintains a document tracking system and ensures that the many files and / or records are complete and up to date, as well as the database of all documents received and sent from the Secretary, when necessary, are also maintained.
Qualifications and Education
Specialized experience is experience which is directly related to the position which has equipped the individual with the knowledge, skill and abilities to successfully perform the duties of the position. To be creditable, one (1) year of specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression.
Licenses and Certifications
None
Work Conditions / Environment
The work area is adequately lighted, heated, and ventilated. The work environment involves everyday risks or discomforts that require normal safety precautions.
Other Significant Factors
Tour of Duty : Monday – Friday 9 : 00 AM – 5 : 30PM
Promotion Potential : No Known Promotion Potential
Pay Plan, Series and Grade : CS-0301-11
Collective Bargaining Unit : Non Union
Duration of Appointment : Career Service Permanent
Position Designation : This position has been deemed Security Sensitive under the guidelines of the DC Personnel Manual. Incumbents of this position are subject to enhanced suitability screening pursuant to Chapter 4 of DC personnel regulations. Accordingly, incumbents must successfully pass a criminal background and consumer credit check as a condition of employment and will be subject to periodic criminal background checks for the duration of their tenure.
EEO Statement : The District of Columbia Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.
Salary : $65,285 - $84,167
