OMS SPEHA Staff Assistant II at RavenTek – Washington, District of Columbia

Job Title: OMS SPEHA Staff Assistant II

Department: Operations – Services

Reports To: RavenTek Program Manager

Location: Washington, DC

Schedule: Monday - Friday

Hours: Full-time, 40-hours/week

FLSA Status: Hourly, Nonexempt

Clearance: Secret

Position Summary

The OMS SPEHA Staff Assistant II will support our customer, providing support to other Units and Offices to ensure the success of the program's mission. The performance of the OMS SPEHA Staff Assistant II position is key to RavenTek’s performance on the contract, and therefore RavenTek’s mission to support the customer.

Essential Duties and Responsibilities

• Manage the day-to-day affairs of the office at the direction of the Chief of Staff, Deputy Chief of Staff, and other senior personnel.
• Liaise with key U.S. and foreign government hostage affairs personnel and families of individuals wrongfully detained or held hostage abroad.
• Review and screen incoming paper and electronic correspondence; assign appropriate action and distribution within the office; track and ensure timely follow-up by staff and/or the Special Presidential Envoy.
• Manage activities, meetings, and conferences, including oversight of domestic and international travel arrangements and conference/travel budgeting.
• Coordinate the development and production of written materials, including policy guidance, strategies, memoranda, speeches, articles, congressional testimony, talking points, and background materials related to negotiations and interagency or international issues.
• Receive and appropriately disposition a high volume of meeting, conference, speaking engagement, and public forum requests; coordinate with relevant staff to ensure timely action.
• Ensure materials requiring action are brought to the attention of the Special Presidential Envoy and that guidance from the Envoy is promptly conveyed to staff.
• Prioritize tasking requests for memoranda and information in accordance with Executive Secretariat directives and government supervision.
• Review outgoing documents for proper format, consistency, grammatical accuracy, completeness, and timeliness; return documents for correction as needed.
• Manage tasks associated with the mental health reimbursement program, including maintaining correspondence with family members and returnees, processing receipts, maintaining reimbursement records, and advising on program restructuring as funding streams change.
• Assist with the Family Travel Program, including coordinating travel logistics; liaising with travel agency points of contact, supporting reimbursement processing, and assisting families with hotel checkout and documentation requirements.
• Ensure appropriate preparatory steps are taken for wrongful detention cases, including records management and safeguarding required documentation.
• Track follow-up engagement schedules for returnees to ensure continued support for up to five years after release.
• Enter actual time worked, once complete, at the end of the day, or no later than 10:00 a.m. the following workday, and submit timesheets at the end of each pay period.
• Monitor and respond to RavenTek email a minimum of 3 times per week.
• Complete required compliance training as assigned.
• Other duties as assigned.

Qualifications, Knowledge, and Critical Skills

• Intermediate knowledge of Microsoft Office suite and ability to learn the use of Department, bureau, or office databases as required.
• Must be able to effectively communicate with others verbally and in writing.
• Must have strong and effective oral and written communication skills.
• Ability to have tact when interfacing with other offices, individuals, and institutions.
• Ability to prioritize and work on tasks simultaneously in a fast-paced environment.
• Ability to work in a team environment in a positive manner.
• Ability to maintain a high level of professionalism in a fast-paced work environment.
• Ability to work both independently and under supervision.
• Familiarity with a variety of computer systems, including travel systems, preferred.
• Some familiarity with basic foreign policy, economic and development principles, and international institutions is preferred.

Education & Work Experience

• Background in international affairs, national security studies, and foreign policy.
• Four (4) years of relevant experience required.
• Bachelor’s degree required.
• Prior knowledge and experience with the Federal Travel Regulation (FTR), with applicability within the Department of State preferred.

Certifications, Licenses

• N/A

Special Requirements

• Must possess a Secret clearance.

Work Environment

Employee will be working indoors in an office environment with other people. Potential moderate temperature fluctuations. Typical indoor and computer related noise level, and typical office, paper, and equipment related dust. Exposure to video display terminals occurs on a regular basis.

Physical Demands

To successfully perform the essential functions of the job, the employee needs to be able to sit at a workstation for extended periods; use hand(s) to handle or feel objects, tools, or controls; reach with hands and arms; talk and hear; see to read printed materials and computer screens; mobility to work in a typical office setting. Ability to work on desktop or laptop computer for extended periods of time reading, reviewing/analyzing information, and may be required to provide recommendations, summaries and/or reports in written format. Must be able to effectively communicate with others verbally and in writing. Employee must be able to lift and/or move moderate amounts of weight, typically up to 20 pounds. Regular and predictable attendance is essential.

ADA: RavenTek will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

EEO/AA: RavenTek does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services and is an equal access/equal opportunity/affirmative action employer.

This job description is not intended to be an all-inclusive list of duties and standards of the position and will be reviewed periodically as duties and responsibilities change with business necessity. Essential job functions are subject to modification. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.