Staff Assistant

Job Summary
We are seeking a dynamic and highly organized Staff Assistant to join our team to provide support to the US Department of State's Passport HQ. This vital role offers an exciting opportunity to support office operations, enhance administrative efficiency, and provide exceptional service. The Staff Assistant helps CA/PPT offices run smoothly by providing organized, responsive support for documentation, communications, records, and daily administrative activities. Responsibilities include preparing, editing, routing, and tracking correspondence and program documents; coordinating information among offices and stakeholders; maintaining electronic files and SharePoint resources; documenting meetings and action items; and assisting with schedules, reports, and presentations. This role works collaboratively with colleagues to keep assignments on track, ensure information is accurate and accessible, and support the timely completion of office priorities while protecting sensitive information.

Responsibilities

• Provide administrative and operational support to CA/PPT offices and program teams.
• Prepare, edit, route, distribute, and track correspondence and program documents.
• Maintain electronic files, records, and SharePoint resources, as applicable to assigned duties.
• Coordinate information requests and exchanges among offices, project teams, and stakeholders.
• Record meeting minutes, document action items, and track follow-up requirements.
• Assist with the preparation of reports, presentations, schedules, and other office materials.
• Track assignments, deadlines, and document status to support timely completion of work.
• Use Microsoft Office applications and established CA/PPT templates to prepare and manage work products.
• Support consistent documentation and information-management practices.
• Safeguard sensitive information and follow applicable privacy, security, and standards-of-conduct requirements.

Qualifications

• At least two (2) years of experience.
• A Bachelor's degree.
• Proficiency with Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Ability to prepare, edit, route, distribute, and track correspondence and program documents.
• Ability to maintain electronic files, records, and SharePoint resources, as applicable.
• Ability to coordinate administrative information requests and exchanges.
• Ability to document meetings, maintain action-item records, and track deadlines.
• Strong organizational, communication, and attention-to-detail skills.
• Ability to follow CA/PPT templates, writing guidance, and document-handling procedures.
• Ability to safeguard sensitive information and comply with applicable privacy and security requirements.
• Active SECRET clearance.

Join us to be part of a vibrant team where your organizational talents make a real difference! We value energetic individuals who are eager to contribute their skills in a supportive environment that fosters growth and excellence.

SEBA Professional Services, LLC is an equal opportunity employer.

Pay: $75,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Required)

Security clearance:

• Secret (Required)

Work Location: In person