Length of Assignment: 
Full-Time 3 months
Location: 
Chicago, IL
Closing Date: 
OPEN
This Position: 

The Staff Assistant will perform non-routine administrative and miscellaneous clerical work in support of the Division Chief of Staffing for a federal agency.  Under the supervisor's control, and based on good working knowledge of the organization, the employee resolves problems associated with the administrative and clerical work of the office.

Responsibilities: 
  • Receives telephone calls and visitors to the office and determines the nature of the call or business of visitors;
  • Controls Division Chief schedule and prepares a daily schedule for his/her reference;
  • Establishes priorities; sets up, reschedules or refuses appointments; accepts or declines invitations to meetings or speaking engagements or arranges for representation by a subordinate official if appropriate;
  • Assures that appointments made by the Division Chief are integrated into the calendar;
  • Arranges a variety of meetings and conferences for the Division Chief;
  • Contacts other Division Chiefs for input on topics to be discussed;
  • Notifies the attendees of time and topic to be discussed;
  • Prepares the agenda for the meetings in coordination with the Division Chief;
  • Receives all correspondence for the Division Chief; replies to mail not requiring supervisor's attention; routes matters requiring action by staff members; and follows up to ensure that actions are completed;
  • Screens all correspondence prepared for the supervisor's signature for clarity, completeness of reply, and grammatical and procedural correctness;
  • Makes format and grammatical revisions to submitted documents; forwards a copy of the corrected document to the originator for his/her record;
  • Signs correspondence and certain procedural authorizations in the supervisor's name when previous instructions have covered the matter;
  • Screens all publications, directives, and periodicals, and brings those of significance to the supervisor's attention;
  • Gathers material for use in reports, presentations, and speeches by supervisor;
  • Develops PowerPoint presentations for Division Chief’s use based on information provided by subordinate organizations;
  • Serves as an office manager by providing general administrative direction to other support personnel under the auspices of the Division Chief;
  • Resolves minor administrative problems;
  • Takes agenda notes and tracks the completion of projects;
  • Maintains supplies for the Division Chief;
  • Makes travel arrangements for the Division Chief.
Requirements: 
  • Two (2) years’ relevant work experience in the federal sector;
  • Demonstrated knowledge and skills in organizing and supporting/completing office work assignments in the federal sector;
  • Strong written and verbal communication skills.

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