Associate Director for Scheduling - Washington, United States - Mayor's Office of Talent and Appointments (MOTA)

Description

OPEN: April 18, 2023

CLOSED: Open until filled

SALARY RANGE/GRADE: Excepted Service ES6, - salary will be $76,195

This is an Excepted Service position. Selected candidate must be a District resident or establish residency within 180 days of hire.

RESIDENCY PREFERENCE: ** Current District of Columbia residents will receive high preference in all phases of the selection process, including the resume review and interview process. **

BACKGROUND

Mayor's Office of Scheduling and Advance in the Bowser Administration seeks qualified applicants for the position of Associate Director. This office provides a centralized and efficient means of controlling and expediting requests for appointments, public appearances and for planning and finalizing the Mayors official calendar. The Associate Director services as one of the key schedulers in the Office of Scheduling and Advance, completing tasks to and consistent with this mission. The incumbent serves as point of contact with Federal and D.C. Government officials, business and labor representatives, civic leaders and other individuals requesting and/or checking the status of the Mayor's attendance at affairs or private meetings. Incumbent, also, coordinates with appropriate Mayoral staff to ensure that the Mayor is represented.

MAJOR DUTIES

• Responsible for screening all incoming requests for a mayoral appointments and appearances; and finalizing the Mayors official calendar, in consultation with the Mayor or Chief of Staff. Makes adjustments to arrangements as scheduling changes occur.
• Serves as a point of contact for Federal and DC Government officials, business and labor representatives, civic leaders and other individuals requesting or checking the status of the Mayors attendance at an affair or a private meeting.
• Serves as liaison between the Director and staff personnel. Provides timely, accurate, and current information to them and other appropriate officials concerning reporting requirements. Keeps a project calendar and informs staff of deadlines, other important dates, and similar administrative support work.
• Develops practical solutions to scheduling conflicts, out-of-town conferences, international visits and other complex and detailed travel.
• Assures that all requests for meetings with the Mayor, such as public engagement, interviews, out-of-town, etc., both written and oral, are complete and on point. Consults with the supervisor on conflicting issues or logistical problems.
• Coordinates the submission of a variety of reports and data (i.e. progress, status and fiscal reports) to ensure fulfillment of established requirements of the unit. Reconciles monthly reports in an automated data management system, when necessary.
• Ensures that the appropriate briefing materials, papers, etc., for a particular affair, are available to the Mayor. Works with unit staff to assure that documents and information distributed comply with regulations and procedures.
• Conducts fact-finding analysis, requiring incumbent to research, analyze, and prepare pertinent data/information incidental to reports, statistical studies, special events, and on-going projects. Examines and develops a variety of background information for use in presenting factual and statistical data for special projects and/or reports.
• Responds to a variety of inquiries, and refers other inquiries to appropriate staff personnel or to other organizations, as required. Resolves a variety of routine issues/problems, and refers conflicting issues/problems to the supervisor for resolution.
• Generates and tracks surrogate reports and responses. Manages and controls basic management systems for all incoming action documents within the office, including documents control, report monitoring systems to remind staff of action requirements and timetables, suitable tracking systems, and correspondence review.
• Prepares, receives, reviews and verifies office documents. Composes general correspondence pertaining to administrative matters (e.g., letters, memoranda, reports, etc.). Coordinates corrective action with the appropriate official or office when errors are identified.
• Reviews all correspondence and documents prepared for the supervisors signature for grammatical accuracy, procedural conformity, format compliance, and provision of supporting documents. On own initiative, returns to originator correspondence or document which is considered improper for signature of the supervisor.
• Performs an on-going review of administrative work being done to ensure that business needs are being met. Identifies unusual problem areas, and makes appropriate recommendations for resolution.
• Responsible for gathering system information that affect procedural develops or amendments, as they relate to increasing the efficiency of the office. Participates in the development of administrative policies and procedures for the office to facilitate accomplishment on a timely basis.
• Maintains an awareness of current events and daily requirements in which the office is involved. Exercises flexibility in performing a myriad of administrative and procedural duties being responsible for performing or directing the performance of the overflow area of work.
• May be required to attend meetings and conferences, as scheduled.
• Performs other related duties as assigned.

A SUCCESSFUL CANDIDATE WILL HAVE:

• Knowledge of the mission, goal, objectives and operating policies and procedures of the Mayors Scheduling Unit to effectively, accurately and expeditiously meet its goals and objectives.
• Knowledge of and the ability to apply the administrative concepts, practices, principles and processes of office management. Knowledge of principles, concepts, and techniques related to the planning, organization and implementation of office management systems to maintain the orderly flow of work in the office.
• Knowledge of and skill in applying analytical and evaluative methods and techniques to conduct research, resolve problems, gather information, analyze and evaluate information/data.
• Ability to communicate both orally and in writing. Demonstrated, exemplary, telephone etiquette. Incumbent must exercise tact and discretion in dealing with individuals. Ability to handle sensitive and confidential materials.
• Knowledge of, and proficient in the use of operating a personal computer (PC), utilizing Microsoft Word, Excel, Access, PowerPoint, etc., and a willingness to learn new technology associated with assigned work tasks.

IMMEDIATE OPENING. Please submit credential by completing this request for applications.

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