Program Analyst

Summary

Summary

The Management Analyst is responsible for resource allocation technical and management oversight high-level technical expertise and participation in briefings and meetings.  Frequently provides subject matter or functional area expertise in performing technical tasks.

Essential Functions

• Performs necessary research for materials relevant to administrative and financial matters to assure priorities and obligations are met
• Advises the staff of important office matters, calling attention to significant items in reports, files, and correspondence;
• Assists office personnel on procedural matters such as the correct procedures to follow in preparing correspondence, contract documents, voucher approval, and reports;
• Assembles background materials for agenda items and informs participants of topics to be discussed;
• Performs office automation duties using software applications such as electronic mail, desktop publishing, calendar, spreadsheet, database, graphics, and  proprietary software;
• Gathers, consolidates, extracts, assembles, and summarizes program related data and/or information;
• Provides staff support and assistance in preparing documents that are compliant and in accordance with all applicable statutory, policy, procedural and administrative regulations and practices of the U.S. Government.
• Based on a knowledge of the supervisors’ views, composes documentation/correspondence on own initiative about administrative matters and general office policies for supervisor’s approval
• Anticipates and prepares documentation/materials needed by supervisor for conferences, correspondence, appointments, meetings, telephone communications etc., and informs supervisor on matters to be considered
• Reads documentation (publications, regulations/directives) and takes action or refers those that are important to the supervisor and staff
• Prepares special documentation or onetime reports, summaries, or replies to inquiries using information form a variety of sources such as reports or correspondence
• Advises administrative staff in subordinate offices on new procedures; requests information needed from subordinate offices for meetings/conferences, reports, inquiries, etc
• Makes recommendations to shift clerical staff to accommodate workload needs
• Handles a wide array of situations and conflicts involving clerical or administrative functions
• May participate in developing workload goals, documentation, and deadlines
• Composes documentation correspondence requiring some understand of technical matters
• Notes commitments made by executive(s) during meetings and arranges for staff implementation
• Reads outgoing correspondence for executive’s approval and alert’s writers to any conflict with a document/file, grammatical or format errors, or departure from policies or executive’s viewpoints
• Summarizes the content of incoming materials, specially gathered information, or meetings to assist executive; coordinates the new information with background office sources; draws attention to important parts or conflicts
• In the management’s absence, ensures that requests for action, documentation, or information are related to the appropriate staff member as needed, interprets requests and helps implement final action. Makes sure that information is furnished in timely manner; decides whether executive should be notified of important or emergency matters
• Determines when new procedures are needed for changing situations and devises/implements alternatives; revises or clarifies procedures to eliminate conflict or duplication; identifies and resolves various problems that affect the orderly flow of work in transactions with parties outside the organization
• Contacts or responds to contact from high-ranking officials in unique situations.  These officials may be relatively inaccessible, and each contact must be handles differently, using sound judgement and secretion
• Makes travel arrangements to include, airline, hotel, ground transport
• Coordinates necessary preparatory travel meetings, and assists with obtaining visas, documents and schedules
• And other duties as assigned.

Competencies

• Skilled in the use of basic and advanced features of the Microsoft Office suite, including Access, Excel, PowerPoint, Word and other applications such as SharePoint, as well as other automated systems by the Office, and the ability to learn and apply new software variations as they affect Office operations.
• Ability to extract detailed information from various sources, accurately capture that information in the appropriate system to document system or document, and monitor status of information in order to prepare reports for management use. 
• Ability to review office administration processes, problems, and issues and provide recommendations based on findings. 
• Skilled in oral and written communication which enable the contractor to ensure facts, ideas, and instructions in a succinct and organized manner to advise and otherwise interact with other Office members on staff actions, reports, tasks, office correspondence and the use of automated office equipment, and with managers and others external to the Office with whom business is conducted or operational requirements are discussed. 
• Possess a mastery of basic concepts, principles, and practices of a Program Analyst that enables the incumbent to understand the wide range of State Department office duties. 
• Exercise appropriate management controls over entrusted assets and operations in accordance with applicable laws and regulations. 

Supervisory Responsibility

None required for this position

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word.  Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.  Evening and weekend hours required, as required by business need.

Travel

Travel is primarily local during the business day, although some out of the area travel and overnight may be expected.

Education

• High School Diploma or GED
• Bachelor’s Degree from an accredited institution, preferred.

Security Clearance

Must be a U.S. citizen and possess or be able to obtain/maintain a SECRET clearance

Executive Order 14043 COVID-19 Vaccination Requirement

Pursuant to Executive Order 14043, this position may require full vaccination against COVID-19 regardless of work location pending final decisions on the Executive Order.   

AAP/EEO Statement

All Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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