Program Assistant II - Knowledge Management, Inc.

Knowledge Management, Inc. (KMI) is a Small Disadvantaged Business (SDB) providing Information Technology, Cyber Security, Data Analytics and Professional services to the Federal markets. Since 1998, our solutions and services have improved our client's performance and operational effectiveness, while reducing costs and mapping technology needs for tomorrow's requirements.

Title: HR Program Assistant II

Assignment Location(s): Washington, DC (hybrid & onsite every Wednesday)

Shift: 6:30 am to 3:00 pm with a 30 min lunch break

Estimated Contract Duration: Multi-year contract

Required clearance: Secret

KMI is currently seeking a qualified HR Program Assistant for The Bureau of Human Resources, Executive Officer, HR/EX, which requires human resources program assistants to assist the Office of Recruitment, Evaluation, and Employment, Board of Examiners (BEX). Each year, the Board of Examiners interviews thousands of prospective candidates for Foreign Service (FS) Generalist, Specialist, and limited-term appointment positions. The position involves extensive contact with the public, often under time constraints and in stressful situations. The Program Assistant is often an applicant's first personal contact with the Department of State. Excellent interpersonal and managerial skills are essential.

The Program Assistant's workday begins at 6:30 a.m. to 3:00 pm with a 30 min lunch, 2-3 days onsite @ 1800 G Street NW, Washington, DC)

ESSENTIAL DUTIES & RESPONSIBILITIES

• Assist in managing the oral assessment (OA) process for Generalist, Specialist, and limited-term appointment positions, to include providing guidance to candidates on assessment rules and regulations; guidance to candidates and Assessors on schedule; and preparation of test materials.
• Serve as a receptionist at the front desk during assessments.
• Assist in managing and administering the oral assessment process, including providing guidance to candidates on assessment rules and regulations, candidate and assessors' scheduling, and preparation of test materials.
• Provide support for both virtual and in-person oral assessments.
• Review new Foreign Service Specialist applications and enter them into the database.
• Follow-up on applications that lack required documents.
• Correspond with applicants during the evaluation process.
• Serve as point of contact to applicants during the initial application process.
• Arrange for the participation of subject matter experts in the application process
• Follow up with personnel actions, medical clearances, and security clearance information.
• Prepare, receive, and process applications and forms related to the employment of Foreign Service Officers.
• Respond to e-mail or telephone inquiries from candidates on the assessment process.
• Prepare, receive, and process applications and forms related to employment for generalist and specialist candidates.
• Prepare candidate files for the Assessment Center in preparation for the oral assessment.
• Prepare files for successful candidates to forward to Registrar's Office.
• Initiate and cancel security applications for candidates using the Diplomatic Security clearance Coordinator system.
• Input medical and security information for candidates related to employment in the Recruitment, Examination, and Evaluation Tracking Application (REETA).
• Assist with archiving candidate files into REETA in accordance with office standard operating procedures.
• Escort candidates to and from the building lobby and Assessment Center.
• Brief Lead Program Assistant on the status of daily work assignments.
• If necessary, travel no more than twice a year to cities within the United States for periods ranging from two weeks to up to one month at a time in support of assessments conducted outside of Washington, DC.
• Telework may be needed to support virtual assessments, or at offsite assessment centers and/or when the U.S. government is closed due to inclement weather or other emergency situations.
• Assists Assessors with special projects, as needed.
• Assist with training of incoming (new) support staff.
• Perform other ancillary duties as needed.

Knowledge, Skills, Abilities, and Other Characteristics

This candidate will comply with all appropriate controls and procedures to protect organizational integrity and prevent unauthorized use of all sensitive but unclassified HR material and equipment in assigned areas:

• Excellent written and verbal communication skills
• Excellent interpersonal skills
• Excellent time management skills: ability to prioritize
• Willingness to learn and motivated to take on additional projects and solve problems
• Self-directed and able to work without supervision
• Prior experience as an office assistant, office administrator, or handling administrative responsibilities in a related field
• Highly organized multi-tasker who works well in a fast-paced environment
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must
• General knowledge of the State Department environment

Equal Employment Opportunity Statement. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

E-Verify Statement. Knowledge Management, Inc. participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, KMI is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.

Pay Transparency Non-Discrimination Provision. Knowledge Management, Inc. will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Disability Statement. Knowledge Management aims to be a supportive workplace in all aspects of diversity, including accommodating those with additional needs. If you have a disability and need reasonable accommodation or assistance at any point in the application or onboarding process, please email us at marie@knowledgemanagement.com.