Administrative Specialist IV

This Admin Specialist IV supports the High Threat Programs (HTP) Directorate in the Bureau of Diplomatic Security (DS). The Admin Specialist IV will be responsible for assisting the delivery, assessment, and resolution of major managerial and operational issues, which require action by the Deputy Assistant Secretary (DAS) and Office Director level positions. Collects, analyzes, and defines data requirements and specifications for the HTP Front Office and Directorate. Makes recommendations to improve and streamline procedures and processes. Uses database management, project management and other management tools to monitor project activities. Prepare a variety of memoranda, briefing documents, status reports and letters. Initiates and/or conducts a variety of special projects or studies requiring compilation of statistical, interpretive, and basic information. Have thorough understanding of DOS policies and procedures, national security, foreign policy, public diplomacy, and foreign affairs.

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Employee may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

Work Location: Arlington, VA

Kwaan Tech is seeking highly qualified administrative professionals to join our team in support of the Department of State.

Core Duties:

• Provide direct and detailed administrative support to the Deputy Assistant Secretary
• Coordinate with HTP Regional Directors to facilitate communication between the DAS and Regional Security Officers
• Manage HTP personnel overseas/domestic travel plans to include authorizations, vouchers, visas, and agenda coordination with Desk Officers reaching out to Post
• Provide Front Office coverage in lieu of absence of Special Assistant(s)
• Manage meeting arrangements with senior Department of State (DOS) officials, other non- DOS parties, Inter-Agency parties and ensure location or telecommunication capability is available
• Review DS Liaisons memorandums of understating (MOU) with the different Department of Defense (DoD) Global Combatant Commands (GCC) to ensure ongoing support of these positions
• Provide detailed administrative support, to include maintenance of various administrative reports, and review of daily correspondence and key items that directly impact appropriate staff in internal and external offices. Collect proper materials, reports or agendas prior to any meetings/briefings
• Perform other duties and complete special projects as may be assigned and directed by the DAS and/or HTP senior management.
• Coordinate routine correspondence with all Regional Directors (RD), Desk Officers (DO) and other DS Directorates and DOS executive staffers, ensuring correct punctuation, capitalization, spelling, grammar, and conformance to style in accurate; finalize division documents, ensure all tabs, cover pages, etc., are in the proper configuration, secure the appropriate signature, and deliver to appropriate addressee and locations
• Assist in High Threat High Risk (HTHR) Post evacuations within an administrative function varying in fast-paced reporting and information passing to executive leadership and the DS Command Center
• Track and maintain task force rosters related to any HTHR Post evacuations
• Receive, review, format and disseminate DS Directorate tasks to include travel requests, press guidance, Weekly Activity Reports, Post Staffing Numbers, Posts of Concern, Deputies Committee and Counterterrorism Security Group Bullet Points
• Provide administrative support for reports, briefing presentations and special projects
• Assist in preparation of staff papers, policy directives, and information memoranda to be used by Department Principals
• Proofread outgoing routine items to ensure compliance with format guidelines and make edits to bring them into compliance as necessary
• Coordinate administrative support between the DS Directorates and DS/HTP Offices
• Utilizes database management, project management and other management processes to keep track of project activities, inquiries and request and maintain status through completion
• Provide direct support and planning for all DS/HTP International workshops / conferences
• Manage distribution of the Directorate's temporary parking passes on the SharePoint log
• Collect and process time and attendance to include leave, overtime and premium compensation requests
• Maintain and organize time and attendance files for tracking/historical record in anticipation of OIG inspections or audits
• Coordinate Law Enforcement Availability Pay (LEAP) and general payroll-related policies/standards; work with the Bureau of the Comptroller and Global Finance to resolve discrepancies
• Maintain and track Foreign Service assignment bids on SharePoint
• Oversee, process, track and disseminate all Post Temporary Duty (TDY) staff requests
• Coordinate with each regional team to ensure the TDY matrix is accurate to reflect Post necessities
• Administrative manager and point of contact for both directorate conference rooms
• Create and maintain the Protective Security officer roster in coordination with directorate staffing
• Coordinate with the Domestic Operations (DO) directorate on manpower requests for protective security details
• Process Danger Pay and Post Differential Allowances
• Assist with coordination and management of any Directorate special projects
• Be responsible for training administrative services personnel and assisting in developing administrative processes and procedures directorate staff.
• Coordinate any purchase requests or equipment issues with the Purchase Card Holder/Unit Security Officer.