Specifications include, but are not limited to: A. Administrative and Operations Assistance and Support of the WDC Bureau Chief Function: 1. Assists in monitoring various e-mail boxes, correspondence, schedulers and other websites or social media associated with the WDCB and/or federal advocacy. 2. Assists in keeping track of projects, deadlines, work assignments and work products of D.C. Bureau staff and volunteers. 3. Utilizes business software and office productivity tools for efficient and effective operations (e.g., Microsoft suite—Excel, Word, PowerPoint, Outlook, internal OHA applications). 4. Informs about status of projects and any problems with work assignments or work products. 5. Ensures work products provided to the D.C. Bureau comply with the OHA policies and procedures. 6. Makes recommendations for improvements in D.C. Bureau office policies and procedures to continually improve efficiency and effectiveness. 7. Provides information to others seeking information on the D.C. Bureau and the OHA. Refers detailed inquiries to appropriate staff. 8. Ensures accuracy, completeness, and conformance with established OHA policies and procedures for records and forms. Assists in coordinating updates to forms and records to meet requirements under applicable state, federal, and local laws. 9. Coordinates work assigned to and performed by third parties (e.g., interns, fellows, volunteers). 10. Utilizes the OHA’s Business Travel Application, complying with the pertinent policies and procedures for WDCB travel activities. 11. Exercises a high degree of sensitivity and confidentiality with information, individuals and issues. B. Accounting Activities 1. Manages the accounting activities, including purchase requisitions, payment of invoices, check requests, payments on Contract, and requests for reimbursements through the OHA systems. 2. Assists with the preparation of budget and explanations on any budget variances. Assists with collecting and compiling statistical, financial, and other information for monthly, special, and periodic reports. 3. Monitors weekly, monthly and other periodic reports (e.g., budget variance, open purchase orders, purchase requisitions) for the WDCB program. C. Records Management Responsibilities 1. Maintains the WDCB files and oversees the overall filing and archiving system for the Bureau. 2. Assists in retention and maintenance of the WDCB office records. Ensures that all records and documents are maintained in accordance with office records and the OHA retention policy, considering electronic systems. 3. Assists in the gathering of all D.C. Bureau documents, files, and computer data needed to respond to complaints, government agency audits, and proceedings.
