Government of the District of Columbia Hiring for Clerical Assistant Job at Washington, DC Full Time

There is only one city in the country that can say it is the Nation’s Capital – Washington, D.C. Given that distinction, The Metropolitan Police Department is the premiere law enforcement organization in the city. We receive over 22 million visitors a year, have almost 700,000 residents, and 21,000 private business. The Department consists of more than 4,300 members: approximately 3,700 sworn members and over 600 civilian employees. We are one of the most diverse and highly trained departments in the country. We have the honor of safeguarding and protecting not only our nation’s residents, but also people from all over the world.

The Metropolitan Police Department (MPD) offers an attractive benefits package. The benefits package includes competitive compensation, health insurance, prescription drug coverage, dental, vision, short and long term disability and life insurance, as well a strong retirement benefit and savings options. Employees are also eligible for our employer contributed 401a plan after one year of employment. Additional perks such as discounts on wireless carriers, gym memberships, amusement park tickets and much more! Additional information can be found at: DCHR Benefits

This position is located in the Interanl Affairs Bureau, Internal Affairs Division within the Metropolitan Police Department (MPD). The incumbent is responsible for providing a variety of clerical, administrative and office automation duties for the supervisor and staff that are essential to the day-to-day operation of the office.

This Clerical Assistant position is covered under the National Association of Government Employees (NAGE) bargaining unit and you may be required to pay an agency fee through direct payroll deductions.

This incumbent will be responsible for the following:

• Performs a variety of clerical tasks to include: maintaining records; receiving, screening, reviewing, and verifying documents; researching and compiling information and data; providing a central source of information on organizational activities; preparing and/or verifying the validity of documents; maintaining files; coding documents and acting in a liaison capacity among various units in the department.
• Maintains the supervisor’s calendar; schedules and cancels daily meetings/appointments. Maintains an office appointment book with the names, times, reasons for the visit, call, or email.
• Receives inquiries requesting information and complaints about services, obtain information such as, name, location and other identifying information. Collects information from a variety of sources and compiles recurring/special reports, as required. Reports may be a summary and/or a statistical comparison that reflect activities on a daily, weekly or monthly basis.
• Responds to telephone, email, in-person and other inquiries; screens telephone calls and visitors and makes appropriate referrals to others in the office or other organizational units.
• Prepares correspondence, e.g., memoranda, letters, and documents, for format, chain of command, etc., as instructed and utilizes appropriate standard operating procedures. This requires typing correspondence and ensuring proper format, grammar, spelling, and appropriate supporting documentation are attached. Enter correspondence in the correspondence tracking database. Composes replies to correspondence on own initiative from short dictated or written notes.
• Receives and logs incoming correspondence and forwards to the appropriate staff and after outgoing correspondence is signed or initialed, applies date and prepares for internal distribution or mail. Tracks and keeps abreast of the status of open/pending correspondence and provide this information to the staff.
• Maintains records of acquisition requests and assists in requisitioning supplies and equipment, preparing forms and documents, and researching and gathering information.
• Maintains manual and automated filing systems. Keeps manual files up to date and purges in accordance with standard operating procedures or when requested. Retrieves files and records and gathers requested information from files. Maintains and establishes new office files and suspense systems that cover a variety of subject matters; codes, cross-references, and indexes documents added to files. Creates new files and headings as required.
• Uses the personal computer and office software to type, store, and retrieve correspondence, documents and information.
• Develops and/or assists in the development of new and revised office procedures and administrative support functions to achieve increased overall efficiency. Research information, compile data and make preliminary analysis.
• Performs other related duties as assigned.

Qualifications

• General knowledge of the department’s overall mission, goals and its programs to respond to inquiries and to make appropriate referrals.
• Knowledge of a variety of standardized rules, regulations and procedures to perform and carry out clerical office support assignments.
• Knowledge of various types of filing systems to maintain and to establish office files and records.
• Knowledge of English, grammar, punctuation, spelling and correspondence styles.
• Skill to effectively operate a personal computer and software such as, Microsoft Word, Excel, etc., to enter, store and retrieve data.
• Ability to communicate both orally and in writing, to exchange information, prepare written documents and to relay ideas/concepts in a competent manner.

Licensures, Certifications and other requirements

N/A

Education

High School Diploma or equivalent required.

Work Experience

Applicants must have at least one (1) year of specialized experience equivalent to the CS-06 grade level, or its non-District equivalent, gained from the public or private sector. Specialized experience includes, but is not limited to: understanding standardized rules, regulations, and procedures to carry out clerical office support assignments; filing systems to maintain office files and record; operating a personal computer and software applications; applying grammar, punctuation, spelling, and correspondence styles; and communicating both orally and in writing to exchange information, to prepare written documents and to relay information clearly and accurately.

Work Environment

The work is performed in an office setting. The environment may become stressful depending on the situations being handled at any particular time.

Other Significant Factors

The Government of the District of Columbia values the safety of our employees, our residents, and our visitors. In support of these values, if you are selected for this job you must be fully vaccinated against COVID-19, except when vaccination is not medically advised or violates your sincerely held religious beliefs. If you are invited to join our team, you must submit proof that you are fully vaccinated against COVID-19 to your initial HR representative, or you must request an exemption from your representative. New employees must either provide proof of vaccination or be granted a medical or religious exemption by the hiring agency before working with the Government of the District of Columbia.

This position operated within the confines of a 24/7 operation. Incumbent of this position may be required to provide after-hours on call technical support including weekends and holidays. Incumbent may also be subjected to rotating shifts, weekend work and changes in days off.

A background investigation, to include a criminal, traffic and credit check are required for positions with the Metropolitan Police Department.

The incumbent is required to possess and maintain a valid motor vehicle operator’s permit.

If the position you are applying for is in the Career, Management Supervisory, or Educational Service at an annual salary of one hundred fifty thousand dollars ($150,000) or more, you must establish residency in the District of Columbia within one hundred eighty (180) days of the effective date of the appointment and continue to maintain residency within the District of Columbia throughout the duration of the appointment.

This position is part of the Pathways to Government Employment Partnership Program. District residents who received a high school diploma from a District of Columbia Public Schools high school or District of Columbia Public Charter School high school or received a GED or its equivalent from the District of Columbia will receive priority consideration for this entry-level position. Applicants must provide a high school transcript, GED certificate, high school diploma, or other applicable documentation along with verification of District residency before the District government may extend a final offer of employment.

The District of Columbia Government is an Equal Opportunity Employer: all qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability. Sexual harassment is a form of sex discrimination, which is also prohibited. In addition, harassment based on any of the above-protected categories is prohibited.

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