What are the responsibilities and job description for the Executive Assistant position at DC Department of Human Resources?
Job Summary
This position is located in the DC Office of Administrative Hearings (OAH), Office of the Chief Administrative Law Judge. OAH serves as an independent administrative adjudication agency for more than 40 District agencies, boards, and commissions as mandated by the Office of Administrative Hearings Establishment Act (D.C. Law 14-76). OAH is statutorily charged with planning and implementing adjudication programs from these agencies. OAH also provides an impartial forum for litigation brought by such agencies on behalf of the Government of the District of Columbia.
The incumbent acts as confidential assistant to the Chief Administrative Law Judge (CALJ), entrusted with information that is privy only to that office. Assignments are related to the full range of responsibilities of the CALJ and is required to provide objective analyses and recommendations on a variety of issues on a regular basis. Incumbent acts as an intermediary for investigating critical and sensitive matters that may be of interest to the CALJ and ensures that the daily administrative operational goals and objectives of the CALJ are accomplished.
Duties And Responsibilities
Serves as liaison between the CALJ and OAH employees and coordinates communications with internal and external stakeholders at all levels. Incumbent conducts background research and provides supporting documents to aid with letters, speeches, briefings, or special reports. Creates drafts of introductions and speeches to be presented at various meetings. Provides timely, accurate, and current information to OAH employees and other appropriate officials concerning mandatory reporting requirements. Coordinates the submission of a variety of reports and data (i.e., progress, status, fiscal, and annual reports) to ensure fulfillment of established program requirements. Reconciles monthly reports in an automated data management system. Acts as coordinator for collection of data/special assignments from the CALJ and, in this context, ensures that deadlines are also met. Identifies problems and advises CALJ of the various alternative solutions and their consequences, to assist the CALJ in making final decisions. Acquires data from case management system; develops and produces reports to interpret and analyze results using statistical techniques; and identifies and interpret trends or patterns in complex data sets to advise CALJ regarding process improvement opportunities. Responds directly to a variety of inquiries requiring technical knowledge and refers other inquiries to appropriate office staff or to other organizations, as required. Resolves or assists in resolving a variety of conflicts that may arise when responding to such inquiries. Performs administrative, program, and technical work to support the CALJ and agency operations. Applies a broad and extensive knowledge of technical and administrative procedures, methods, and techniques to support managers, supervisors, and high-level specialists. Researches and analyzes administrative problems and/or issues. Based on operations and changing requirements, identifies relevant issues for the CALJ. Analyzes administrative operations and office procedures to recommend and implement changes for improvement. Analyzes and evaluates issues and activities to resolve problems and improve work processes. Makes inquiries into issues, gathers data, and prepares recommendations on the resolution of issues and concerns. Makes recommendations regarding office management improvements and procedures.
Investigates problem areas, recommends solutions, and assures that appropriate staff takes necessary action to resolve problems. Carries out special and confidential assignments requiring a professional manner, tact, diplomacy, and a thorough knowledge of the initiatives, policies, and functions of OAH. Responds to inquiries and administrative issues brought to the attention of CALJ. Notifies the appropriate staff members of the need for information and recommendations, and either prepares the response or follows up to ensure a timely response from others. Facilitates special projects and administrative issues of broad impact, which may involve producing analyses and written reports; organizing committees, workshops, or other gatherings; and developing or fostering cross-office activities. Develops, coordinates, writes, and/or implements policy and guidance pertaining to administrative procedures and directives. Manages numerous executive correspondences to include proofing, editing, and preparing correspondence for signature to assure that it is consistent with OAH policy, and appropriate for the CALJ’s signature. Manages the flow of information and visitors to the CALJ. Maintains calendar and arranges conferences and meetings, determines participants, and advises participants of time, place, and topic to be discussed. Coordinates staff assignments in preparation of meetings. Attends meetings, takes notes, and documents necessary follow-up for CALJ. Prepares, receives, reviews, and verifies office documents. Maintains office records and locates and compiles data/information for files for the development of reports. Keeps project calendar and informs staff of deadlines, other important dates, and similar administrative support work. Prepares reports to assist the CALJ in the preparation for meetings outside of the office by ensuring that the appropriate information has been gathered and reviewed for their use. Performs other related duties as assigned.
Qualifications/Education
Specialized experience is experience which is directly related to the position and has equipped the individual with the knowledge, skills, and abilities to successfully perform the duties of the position. To be creditable, the incumbent must possess at least one (1) year of specialized experience equivalent to the next lower grade level in the normal line of progression.
A BA or BS degree from a 4-year accredited college or 5 years of relevant work experience is preferred.
Working Conditions/Environment
Worked is performed in a typical office setting.
Licenses and Certifications
None
Other Significant Facts
Tour of Duty: Monday - Friday; 8:30 a.m. – 5:00 p.m. (This position would not start until after Labor Day - September 2, 2024).
Pay Plan, Series and Grade: CS-0301-12
Promotional Potential: None
Collective Bargaining Unit: (Union): This position is not in a collective bargaining unit.
Position Designation(s): This job is designated as “Security” sensitive due to the position’s duties and responsibilities. Security sensitive positions are positions of special trust that may be reasonably expected to affect the access to or control of activities, systems, or resources that are subject to misappropriation, malicious mischief, damage, or loss or impairment of control of communication.
The District of Columbia government maintains a drug free work environment policy. All District employees are subject to post-accident/incident and reasonable suspicion drug and alcohol testing.
EEO Statement: The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard race, color, sex, religion, national origin, age, disability, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, matriculation, political affiliation, credit information, homeless status, and/or victims or family members of victims of domestic violence, sexual offense or stalking.
This position is located in the DC Office of Administrative Hearings (OAH), Office of the Chief Administrative Law Judge. OAH serves as an independent administrative adjudication agency for more than 40 District agencies, boards, and commissions as mandated by the Office of Administrative Hearings Establishment Act (D.C. Law 14-76). OAH is statutorily charged with planning and implementing adjudication programs from these agencies. OAH also provides an impartial forum for litigation brought by such agencies on behalf of the Government of the District of Columbia.
The incumbent acts as confidential assistant to the Chief Administrative Law Judge (CALJ), entrusted with information that is privy only to that office. Assignments are related to the full range of responsibilities of the CALJ and is required to provide objective analyses and recommendations on a variety of issues on a regular basis. Incumbent acts as an intermediary for investigating critical and sensitive matters that may be of interest to the CALJ and ensures that the daily administrative operational goals and objectives of the CALJ are accomplished.
Duties And Responsibilities
Serves as liaison between the CALJ and OAH employees and coordinates communications with internal and external stakeholders at all levels. Incumbent conducts background research and provides supporting documents to aid with letters, speeches, briefings, or special reports. Creates drafts of introductions and speeches to be presented at various meetings. Provides timely, accurate, and current information to OAH employees and other appropriate officials concerning mandatory reporting requirements. Coordinates the submission of a variety of reports and data (i.e., progress, status, fiscal, and annual reports) to ensure fulfillment of established program requirements. Reconciles monthly reports in an automated data management system. Acts as coordinator for collection of data/special assignments from the CALJ and, in this context, ensures that deadlines are also met. Identifies problems and advises CALJ of the various alternative solutions and their consequences, to assist the CALJ in making final decisions. Acquires data from case management system; develops and produces reports to interpret and analyze results using statistical techniques; and identifies and interpret trends or patterns in complex data sets to advise CALJ regarding process improvement opportunities. Responds directly to a variety of inquiries requiring technical knowledge and refers other inquiries to appropriate office staff or to other organizations, as required. Resolves or assists in resolving a variety of conflicts that may arise when responding to such inquiries. Performs administrative, program, and technical work to support the CALJ and agency operations. Applies a broad and extensive knowledge of technical and administrative procedures, methods, and techniques to support managers, supervisors, and high-level specialists. Researches and analyzes administrative problems and/or issues. Based on operations and changing requirements, identifies relevant issues for the CALJ. Analyzes administrative operations and office procedures to recommend and implement changes for improvement. Analyzes and evaluates issues and activities to resolve problems and improve work processes. Makes inquiries into issues, gathers data, and prepares recommendations on the resolution of issues and concerns. Makes recommendations regarding office management improvements and procedures.
Investigates problem areas, recommends solutions, and assures that appropriate staff takes necessary action to resolve problems. Carries out special and confidential assignments requiring a professional manner, tact, diplomacy, and a thorough knowledge of the initiatives, policies, and functions of OAH. Responds to inquiries and administrative issues brought to the attention of CALJ. Notifies the appropriate staff members of the need for information and recommendations, and either prepares the response or follows up to ensure a timely response from others. Facilitates special projects and administrative issues of broad impact, which may involve producing analyses and written reports; organizing committees, workshops, or other gatherings; and developing or fostering cross-office activities. Develops, coordinates, writes, and/or implements policy and guidance pertaining to administrative procedures and directives. Manages numerous executive correspondences to include proofing, editing, and preparing correspondence for signature to assure that it is consistent with OAH policy, and appropriate for the CALJ’s signature. Manages the flow of information and visitors to the CALJ. Maintains calendar and arranges conferences and meetings, determines participants, and advises participants of time, place, and topic to be discussed. Coordinates staff assignments in preparation of meetings. Attends meetings, takes notes, and documents necessary follow-up for CALJ. Prepares, receives, reviews, and verifies office documents. Maintains office records and locates and compiles data/information for files for the development of reports. Keeps project calendar and informs staff of deadlines, other important dates, and similar administrative support work. Prepares reports to assist the CALJ in the preparation for meetings outside of the office by ensuring that the appropriate information has been gathered and reviewed for their use. Performs other related duties as assigned.
Qualifications/Education
Specialized experience is experience which is directly related to the position and has equipped the individual with the knowledge, skills, and abilities to successfully perform the duties of the position. To be creditable, the incumbent must possess at least one (1) year of specialized experience equivalent to the next lower grade level in the normal line of progression.
A BA or BS degree from a 4-year accredited college or 5 years of relevant work experience is preferred.
Working Conditions/Environment
Worked is performed in a typical office setting.
Licenses and Certifications
None
Other Significant Facts
Tour of Duty: Monday - Friday; 8:30 a.m. – 5:00 p.m. (This position would not start until after Labor Day - September 2, 2024).
Pay Plan, Series and Grade: CS-0301-12
Promotional Potential: None
Collective Bargaining Unit: (Union): This position is not in a collective bargaining unit.
Position Designation(s): This job is designated as “Security” sensitive due to the position’s duties and responsibilities. Security sensitive positions are positions of special trust that may be reasonably expected to affect the access to or control of activities, systems, or resources that are subject to misappropriation, malicious mischief, damage, or loss or impairment of control of communication.
The District of Columbia government maintains a drug free work environment policy. All District employees are subject to post-accident/incident and reasonable suspicion drug and alcohol testing.
EEO Statement: The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard race, color, sex, religion, national origin, age, disability, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, matriculation, political affiliation, credit information, homeless status, and/or victims or family members of victims of domestic violence, sexual offense or stalking.