Office Support II

at  Delaware Nation Industries

Overview:
The United States Department of State, Bureau of Political-Military Affairs, Office of the Directorate of Defense Trade Controls (PM-DDTC) is responsible for the regulation of defense trade through the Arms Export Control Act (AECA) and its implementing regulations, the International Traffic in Arms Regulations (ITAR). DDTC regulates temporary and permanent exports and the temporary import of defense articles, defense services, and technical data involving items on the United States Munitions List (USML). DDTC regulates the brokering of defense articles, defense services, and technical data. DDTC maintains the registration of manufacturers, exporters and brokers and issues export authorizations. DDTC administers the commodity jurisdiction process, a formal USG decision process to determine which specific items are controlled by the USML or by the Department of Commerce’s Export Administration Regulations. DDTC ensures compliance with the ITAR and AECA through its support of criminal enforcement actions undertaken by the Department of Justice, civil enforcement actions initiated in-house, disclosure program through which companies are encouraged to report violations they have discovered, and pre- and post-license checks to confirm that goods are being shipped as authorized by the export license.

Responsibilities:

• Performs the duties of an Office Support I to include the following duties:
• Receives requests and prepares travel orders.
• Prepares vouchers upon travel completion. responds to meeting requests and maintains schedule for assigned personnel.
• Responsible for final preparation and submission of Congressional Notifications to the Bureau Staff Assistants for routing to the H Bureau.
• Prepares and tracks front office taskers for submission to front office.
• Prepares briefing book and travel dossiers for Office Directors and above.
• Prepares and tracks 60-day reports for weekly meeting attended by Directorate management
• Maintains metrics for processing timelines and case adjudication
• Maintains a schedule of appointments for a senior management or office
• Monitors e-mail and telephones of manager(s) or office members
• Provides assistance to the DDTC Outreach Coordinator by maintaining speaker’s matrix and requests for speakers
• Working knowledge of DDTC’s internal software applications and basic knowledge of International Traffic in Arms Regulations (ITAR).
• Proficient user with Microsoft Office Suite programs including Word, PowerPoint, Excel and Access.
• Organize and schedule conferences/brown bags for internal and external attendees
• Able to operate all office equipment including but not limited to: telephones, copy machines, fax machines, scanners, printers, and computers.
• Possess knowledge of the Department records retirement and disposition procedures and guidelines.
• Performs related archiving duties that pertain to the preparation, retention and retrieval of files.
• Handles correspondence from various sources
• Ensures all mail is open, logged, and distributed to the appropriate office/individual.

Qualifications:

EXPERIENCE AND QUALIFICATIONS:

• Bachelor’s Degree or combination of post- high school education and experience with a minimum of five (5) years of relevant experience.
• State Department experience preferred
• The incumbent must have a minimum Secret security clearance

• Performs the duties of an Office Support I to include the following duties:
• Receives requests and prepares travel orders.
• Prepares vouchers upon travel completion. responds to meeting requests and maintains schedule for assigned personnel.
• Responsible for final preparation and submission of Congressional Notifications to the Bureau Staff Assistants for routing to the H Bureau.
• Prepares and tracks front office taskers for submission to front office.
• Prepares briefing book and travel dossiers for Office Directors and above.
• Prepares and tracks 60-day reports for weekly meeting attended by Directorate management
• Maintains metrics for processing timelines and case adjudication
• Maintains a schedule of appointments for a senior management or office
• Monitors e-mail and telephones of manager(s) or office members
• Provides assistance to the DDTC Outreach Coordinator by maintaining speaker’s matrix and requests for speakers
• Working knowledge of DDTC’s internal software applications and basic knowledge of International Traffic in Arms Regulations (ITAR).
• Proficient user with Microsoft Office Suite programs including Word, PowerPoint, Excel and Access.
• Organize and schedule conferences/brown bags for internal and external attendees
• Able to operate all office equipment including but not limited to: telephones, copy machines, fax machines, scanners, printers, and computers.
• Possess knowledge of the Department records retirement and disposition procedures and guidelines.
• Performs related archiving duties that pertain to the preparation, retention and retrieval of files.
• Handles correspondence from various sources
• Ensures all mail is open, logged, and distributed to the appropriate office/individual