This position is located in the Department on Disability Services (DDS) Office of the Chief of Staff, Operations Division. The Department on Disability Services is a District of Columbia agency providing community living services and support to District residents with intellectual and developmental disabilities as well as vocational rehabilitation services to District residents with physical, psychological, and developmental disabilities supporting the Person-Centered philosophy that supports positive control and self-direction of clients’ own lives.

MAJOR DUTIES 

• Receives telephone calls to the Office.  Ascertains nature of calls and determines appropriate action.  Answers most questions but may refer caller to an appropriate staff member or take a detailed message.

• Receives incoming correspondence/mail. Refers items requiring Supervisor’s attention or a specific staff member to Supervisor or in the absence of Supervisor to an appropriate staff member and the required staff member.  Acts on routine items.  Maintains control records on incoming correspondence/mail and action documents and follows up on work in progress to ensure timely reply or action.

• Performs administrative, program, and/or other specialized work to support the Unit and its operations.  Maintains Unit records, locates and compiles basic data/information from files for the development of reports.  May prepare, receive, review and verify Unit documents. May keep a project calendar and inform staff of deadlines, other important dates, and similar administrative support work.  

• Applies clerical and/or administrative procedures, methods, and techniques to support Supervisor, staff, and Unit such as scheduling/reserving conference/ meeting rooms; determines most appropriate conference room based on number of people and any special needs.  

• Receives request(s) for information from other units within DDS.  Routes items requiring a direct response from the Supervisor to the Supervisor; on other items routes item to an appropriate staff member with notation to Supervisor or answers   items from available information with notation to Supervisor, as applicable.

• May review correspondence and documents that were prepared for signature of the supervisor for correct format, grammar, punctuation, and any other special policy requirements; coordinates any corrective action with the appropriate party or office when errors are identified.  Creates general correspondence pertaining to administrative matters (e.g., letters, memoranda, reports, etc.) from existing formats for the Supervisor and/or staff members.

• Serves as liaison between the Supervisor and staff.  Provides timely, accurate and current information to staff.

• Coordinates the submission of a variety of reports and data (i.e., progress, status and fiscal reports) to ensure fulfillment of established program/unit requirements.

• Works with Office of Human Capital, IT, and the Support Services Division in preparing for the onboarding of new staff.

• Orders office supplies and makes training and travel reservations for Supervisor and staff using assigned P-card as appropriate.  Reconciles P-card statements.

• Reconciles reports in an automated data management system.  May use several automated data management systems to perform work.

• Posts items on the shared drive.  Retrieves/deletes items on the shared drive as appropriate.

• Performs other duties as assigned.