Special Assistant/Contract Team Supervisor – Otip

Special Assistant/Contract Team Supervisor – Otip

Requirements

• Executive Leadership
• People Management
• Workflow Management
• 6 + years of related experience
• Bachelor’s Degree in a related discipline
• Excellent organizational skills and attention to detail
• Demonstrated experience handling sensitive matters such as personnel actions, communications between senior leadership requiring limited access and distribution
• Previous experience supporting government or executive leadership required
• Self-motivated with demonstrated qualities of integrity
• Excellent collaboration skills; able to work synergistically with other team members
• Highly productive with minimal direct supervision
• Excellent written and verbal communication skills
• Excellent analytical skills
• Expertise in MS Office including MS Word, Excel, and PowerPoint
• Requires a Public Trust

Responsibilities

• 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 + 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
• Participates 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
• Participates in special projects as required
• 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 is meeting 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 oversite 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

Preferred Qualifications

• Supervisory experience preferred and/or demonstrated leadership capability
• Prior experience in the fields of anti-trafficking, immigrant and refugee services preferred
• Advanced degree preferred