Job Description

Job Description

Job Description

The Staff Assistant will provide administrative and operational support to the Front Office. The
individual will primarily manage the functional processes of the office, including handling paper flow, supporting leadership priorities, and processing documents within Cascades and FAST systems.

Scope of Work
I. Administrative Responsibilities
• Manage and streamline the paper flow process, including routing documents for
clearance, signature, and distribution.
• Draft, edit, and format correspondence, memoranda, briefing materials, and other
documents for accuracy and consistency.
• Track, prioritize, and follow up on outstanding actions, ensuring all deadlines are met.
• Maintain electronic and physical filing systems in compliance with Department
standards.
II. Coordination and Communication
• Serve as the primary liaison between the Front Office and other State Department
offices, ensuring timely and accurate communication.
• Support scheduling and calendar management for Front Office leadership, including
coordinating meetings, preparing agendas, and organizing briefing materials.
• Distribute official correspondence and manage the flow of information to internal and
external stakeholders.
III. Support to Leadership
• Compile and prepare daily briefing books for Front Office leadership, ensuring
completeness and accuracy.
• Monitor and support the Front Office operations, prioritizing urgent items for leadership
review.
IV. Cascades and FAST Systems
• Process documents within the Cascades and FAST systems, ensuring compliance with
Department guidelines and protocols.
• Track and manage the status of documents processed through Cascades and FAST,
providing regular updates to leadership as required.
• Resolve system-related issues in collaboration with technical support teams, as
necessary.
V. Other Duties as Assigned
• Provide ad hoc administrative and operational support as needed to meet emerging
priorities.
• Assist with special projects, events, or initiatives to support Front Office objectives.
• Perform additional duties to support the broader mission of the Office of Foreign
Assistance.
VI. Professional Representation
• Represent the Front Office professionally in all interactions.
• Maintain the highest level of discretion and confidentiality in handling sensitive
information.

Required Qualifications

• Bachelor’s degree and a minimum of 3 years of relevant administrative and/or
  operational support professional experience, preferably within the Dept of State or the
  federal government. OR the equivalent combination of education and professional experience with high school diploma and at least 5 years of relevant administrative and
  operational support professional experience, preferably within the Dept of State
  or the federal government.
• Requires proficiency in the use of Microsoft Office with an emphasis on Excel
  spreadsheet skills, PowerPoint, Internet and e-mail applications.
• Proficiency in Microsoft Office Suite; familiarity with State Department systems is
  preferred.
• Demonstrated ability to quickly learn new systems and processes. Experience in the use
  of database applications and presentation software is desirable
• Knowledge of Department of State processes, including paper flow, clearance, and
  correspondence handling.
• Strong organizational skills and the ability to manage competing priorities in a fastpaced environment. Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Ability to thrive in a fast paced and changing growth environment.
• Customer Service driven towards all external and internal customers.
• Unwavering professional integrity and the ability to maintain confidentiality of sensitive
  company/employee information.
• Candidate must meet eligibility requirements for a “Secret” security clearance.

Security Clearance:
The contractor must possess or be able to obtain and maintain a Secret-level security clearance
after commencing work.

Place of Performance
The contractor will perform work on-site at the Department of State in Washington, D.C.

Salary Range:

$85,000-95,000

The above salary range represents a general guideline; however, Vistant considers a number of factors when determining base salary offers such as the scope and responsibilities of the position and the candidate’s experience, education, skills and current market conditions.
At Vistant, we invest in our team members so you can live your best life professionally and personally. As a result, we offer benefits packages which mirror our purpose for all who bring their unique strengths and characteristics to our diverse teams and projects. These offerings include competitive compensation, health and wellness programs, income protection, retirement plans with employer match and immediate vesting, generous leave programs to include vacation, sick and holiday leave, education and professional development assistance, amongst others.

Legal Disclaimers Applicants selected may be subject to a background investigation and must meet suitability requirements for eligibility.

Vistant participates in E-Verify.

Vistant requires eligibility to work with the federal government as an employment requirement.
Applicants may be subject to SAM.GOV exclusion checks as part of the evaluation process.
Vistant provides equal employment opportunities to all applicants and employees, without regard to race, color, ancestry, national origin, sex (including pregnancy, gender identity or expression), sexual orientation, marital status, religion, age, disability, genetic information, or veteran status.

Vistant is an EEO employer -M/F/Vets/Disabled Telework/Remote Work policies are contingent upon client needs and staffing requirements and are subject to change.
Applicants with disabilities may contact the Human Capital Team via telephone, e-mail, and other means to request and arrange accommodation. If you need aid to accommodate a disability, you may request accommodation at any time.

Please contact the Human Capital Team at HC@vistantco.com or (301) 719- 2381.
Please note: Updates on applications or the general Recruiting process should reach out to
recruiting@vistantco.com.

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