Special Assistant - Supervisor

About this role

Type of Requisition: Regular

Clearance Level Must Currently Possess: None

Clearance Level Must Be Able to Obtain: None

Public Trust/Other Required: MBI (T2)

Job Family: Program Delivery and Execution

Job Qualifications: Skills: Leadership, People Management, Process Improvements Certifications: None Experience: 6 + years of related experience US Citizenship Required: No

Job Description: Special Assistant - Supervisor

Position Description: GDIT is hiring a Special Assistant (SA) to support The Office on Trafficking in Persons (OTIP). The SA is an integral member of the agency, with primary responsibilities in providing support to the OTIP Director and Deputy Director while working in close partnership with other federal and contractor staff to provide administrative and technical support in a variety of areas. The SA provides daily support and is responsible for special projects within the office.  Additionally, this position will also provide supervisory oversight to all GDIT contractors on the OTIP team. 

Position Duties: Maintains all duties of the Special Assistant as described below:  • Manage the OTIP Director’s schedule and provide reminders around important deadlines as needed; provide support by tracking and maintaining information workflows. 

• Provide scheduling and administrative support to the Director and Deputy Director, as required. 

• Coordinate travel and meeting arrangements, answer phones, file, and sort and distribute mail. 

• Coordinate and prepare briefing materials and presentations to include research and background briefings for the Director. 

• Develop key resource materials for attendance at meetings, conferences and seminars by preparing briefing material in coordination with other OTIP staff. 

• Manage communications with internal and external partners and participate in outreach and coordination efforts in conjunction with other OTIP staff.  

• Maintain SharePoint and Microsoft Teams workflows and document repositories, ensuring consistent standards of document organization and collection across the agency.   

• Recommend procedures that will improve the efficiency and effectiveness of workflows. Assist the management analyst in drafting Standard Operating Procedures for reoccurring processes. 

• Support staff in requesting leadership review/approvals/meetings, coordinate office workflows; Upload and edit documents to an office-wide SharePoint/Microsoft Teams/SWIFT sites. 

• Support coordination of inter-agency and international visitor meetings, escort guests; compile meeting agendas and minutes as needed. 

• Support Program and Management analysts with coordinating responses to external email accounts. 

• Support compilation and analysis of various contract, program, and financial data using various database programs, and prepares monthly status reports based on the results, as needed. 

• Process travel and expense reports. 

• Book and organize domestic and international travel arrangements for senior management (via Concur Travel and EMP Travel) and process travel vouchers upon senior management’s completed travel. 

• Provides direct assistance with the processing and mailing of Child Eligibility, Eligibility and Interim Assistance and Adult Certification Letters.  

• Complete and respond to all denial of assistance signed by the Director, file and process file requests from attorneys seeking client information. 

• Analyze and evaluate documents submitted via SWIFT from federal agencies and outside stakeholders to determine dissemination within internal offices, and drafts responses to SWIFT requests, as appropriate. 

• Participate in selected internal and external meetings, conduct research and provides background information in preparation for meetings; coordinates and moderates staff meetings; serves as the liaison to administrative staff of other agency offices/divisions; manages workflow by monitoring and adapting schedules based on assessment of level of importance, sensitivity, and confidentiality. 

• Participate in special projects as required.

Maintains all duties of the Supervisor as described below:   • Monitors OTIP/GDIT Staff and assists with training new hires:   • Monitors the progress of individual team members on an ongoing basis to ensure that the team meets the customer’s deadlines.   

• Provides updates and new guidance to the team as the customer directs.  

• Provides technical assistance to team members as needed.  

• Provides training for new staff on all elements of OTIP programming and GDIT processes.    

• Monitors OTIP program areas being supported by GDIT staff and provides suggestions on process improvement when applicable.  

• Provides oversight of the quality of work and deliverables to the customer.  

• Supervises OTIP/GDIT staff:   • Monitors staff workload and distribution of work.  

• Monitors staff performance, providing additional training and feedback as needed.  

• Completes Performance Improvement Plans (PIPs) as necessary.  

• Completes annual performance evaluations and monitors staff’s progress towards annual goals.  

• Reviews monthly reports; Approves and submits consolidated reports as needed.  

• Reviews and approves timecards, AWS requests, scheduled telecommuting requests, leave requests, and expense reports as applicable.   • Consults with Federal manager regarding holiday travel schedules to confirm adequate coverage. 

• Ensures appropriate coverage planning extended staff leave outages or position vacancies.  

• Serves as primary point of contact for stakeholder questions, requests, or concerns as it relates to the OTIP/GDIT staff or overall program output.   • Conducts regular check ins with federal managers as it relates to GDIT staff performance, tasking and coverage planning, where necessary.  

• Additional responsibilities as assigned.  

Qualifications: • Requires a bachelor’s degree in a related discipline with 6-7 years of related experience.  Advanced deg

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