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Sr. Executive Adminstrative Assistant

Washington, DC | HR

Job Description

DYRS Administrative Assistant Position

 

INTRODUCTION

 

This position of Administrative Assistant is located within the Office of the Deputy Director (ODD) in the Office of Education and Workforce Development (OEWD) within the Department of Youth Rehabilitation Services (DYRS).  The primary purpose of this position is to manage a multi-million dollar federal grant(s) and to oversee its effective implementation.  The duties of this position will require developing, overseeing and monitoring a range of programs for court-involved youth, facilitating cooperation with local government partners, managing a range of relationships and coordinating with federal government contacts.  In addition, the position requires skill in collaborating with a range of community based organizations and service providers to execute programs.  The position also requires the incumbent to develop presentations and progress reports for the Director of DYRS and Manager of Education and Workforce Development.  The incumbent must ensure the timely development and submission of high quality reports, assure that the agency is following grant guidelines and regulations and monitor program outcomes.  This position requires program development and project management skills to enable the successful implementation of a grant that will further the Agency’s mission and strategic goals related to juvenile justice, education, workforce development and positive youth development programming.  

 

MAJOR DUTIES AND RESPONSIBILITIES

 

Oversees grant implementation, monitors outcomes, prepares and maintains detailed records and reports; and meets a variety of programmatic schedules, timelines and deadlines.

Organizes plans, coordinates, manages and implements the programmatic and fiscal grant requirements.

Works close with Manager of Education and Workforce Development and Agency Fiscal Officer to meet all grant reporting requirements, including, but not limited to, timely submission of programmatic reports, project expenditure reports, requests for transfer of intra-district funds, and coordinating necessary adjustments, budget modifications and draw-downs that result in complete compliance with federal requirements.   

Implements and maintains a system for financial accountability that is consistent with federal requirements.

Develops internal assessments, referral processes and coordinates staff and vendor training.

Possesses the ability to write clearly and concisely.   Prepares analyses and written reports. 

Reports on grant progress to the program staff, agency director and Executive Office of the Mayor

Develops and implements detailed work-plans that will result in the successful achievement of grant goals.

Drafts Memorandum of Understanding/ Memorandum of Agreement with necessary parties to implement services and formalize partnership agreements.

Drafts Statements of Work for RFPs and coordinates, as required, with the Office of Contracts and Procurement to secure, through a competitive process, services and supports that will aid in accomplishing grant goals and objectives. Participates in the review and award process for competitive awards associated with the grant.

Advises potential competitive awards applicants of the DYRS mission, programs, community based continuum of care, positive youth development and strategic plans for sustainability of programs and projects

Monitors compliance with agreements i.e. MOU’s, MOAs, contracts with District agencies such as DOES, OSSE, DCPS, and/or community based providers i.e. See Forever Academy that are necessary to carry out the grant provisions.  Monitors grant progress consistent with the stated deliverables. 

Implements the policies and process within the internal systems and structures that are needed to assure success and achieve the outcomes promised in the grant.

Performs other related duties as assigned.

 

FACTOR 1.  KNOWLEDGE REQUIRED BY THE POSITION

The incumbent of the position must possess at least 3 years experience in working on policy or programmatic efforts that relate to youth employment, education or positive youth development.  The ideal candidate will have appropriate organization or coordination experiences in overseeing the operations and implementation of specific projects or initiatives involving juveniles and prior experience in managing federal grants.  A master’s degree in a human services related field (social work, public policy, public administration, education, etc.)

Thorough knowledge of the mission, policies, programs, strategic plans and resources of DYRS.  The incumbent must have knowledge of best practices in workforce development and employment strategies that are effective in working with juveniles.

Comprehensive knowledge of the range of services offered by D.C. Government departments and agencies and related organizations involved in youth development and juvenile justice issues.

Ability and skill in communicating orally and in writing and extensive knowledge of Microsoft Word, Excel and PowerPoint in order to prepare various documents and reports.

 

FACTOR 2.  SUPERVISORY CONTROLS

The incumbent works under the direct supervision of the Manager of Education and Workforce Development.  The Administrative Assistant provides direct operational management over the specific elements of the federal grant to implement its stated goals and achieve the program objectives.  The individual will perform progressively more complex duties on a gradual basis.  Makes independent decisions in carrying out the work and informs supervisor of potentially controversial issues and/or problems.  Completed work is evaluated based on adequacy, soundness, and consistency with overall objectives and program goals.

 

FACTOR 3.  GUIDELINES

Guidelines are provided by the Deputy Director and Manager of Education and Workforce Development based on the policies and procedures of DYRS.

The incumbent must possess operational knowledge of the Federal grants programmatic and financial accountabilities.  The incumbent must also be familiar with budgeting and procurement policies.  The incumbent must exercise good judgment in completing tasks detailed in the duties section of this position description. 

Incumbent must also be able to work independently with minimal supervision. The employee must be self-motivated and disciplined and comfortable working in a performance driven environment.  Possess excellent analytical skills and the ability to work collaboratively and collegially with a wide range of stakeholder’s i.e. community-based provider and organizations, DYRS supervisors, youth and families.  Strong oral and written communication skills, good judgment and time-management skills are a must. 

 

FACTOR 4.  COMPLEXITY

The work requires that the incumbent exercise a high degree of knowledge and judgment in managing the various facets of this grant, accomplishing assignments and objectives and ensuring its successful implementation.  Decisions about how to proceed in planning, organizing and conducting grants are complicated by conflicting program goals, provider objectives and demand for services.  Incumbent discusses specific program issues and implementation problems affecting the overall successful of the grant with the Manager of Education and Workforce Development.  Incumbent must use initiative and resourcefulness in developing solutions for complex issues and competing programmatic goals.  

 

The incumbents develops and monitors grant implementation, outcomes, prepares and maintains detailed reports and records; meets timelines and deadlines and adheres to specific policies and practices to include, but not limited to: federal regulations and guidelines, Procurement and Practices Act, District Personnel Manual (DPM), associated directives and court orders. Guidelines are general and may require the incumbent to interpret, adapt and apply them to grant/program initiatives. 

 

 

FACTOR 5.  SCOPE AND EFFECT

 

The scope and effect of this position affects the breadth of youth programming and services available to DYRS youth.  It involves ongoing writing skills, relationship-building skills and formalizing partnerships.  It will require the incumbent to:  1) implement administrative and operational policies, practices and procedures; 2) provide guidance and direction to local and internal grant partners in the fulfillment of the grant requirements; 3) coordinate programmatic functions and activities between departments and outside agencies; 4) analyze and solve problems with minimal supervision; and 5) develop a system tracking and accountability for grant funding.

 

 

FACTOR 6.  PERSONAL CONTACTS

 

The incumbent establishes and maintains effective working relationships with federal contacts, local government officials, service providers, community-based organizations and DYRS executive and front-line staff in the performance of required duties.  The incumbent will

communicate effectively and persuasively in both oral and written form with internal and external stakeholders. 

 

 

FACTOR 7.  PURPOSE OF CONTACTS

 

The incumbent engages in personal contacts for the purpose of successfully implementing the plans and programs of the grant, as well as, in completing specific tasks and activities prescribed in the grant.

 

 

FACTOR 8.  PHYSICAL DEMANDS

 

The incumbent will be required to transport self to various locations throughout the District of Columbia to oversee the implementation of specific tasks of the federal grant and to make presentation, secure information about youth programming and attend meetings.  Work involves standing, walking, occasional heavy lifting and extended periods of sedentary activity.    

 

 

FACTOR 9.  WORK ENVIRONMENT

 

The majority of the work is performed in an office setting, although work may be performed in the community or in staff-secure facilities.  This involves everyday risks or discomforts, requiring normal safety precautions.

 

 

FACTOR 10.  RANKING FACTORS

 

Ranking Factor #1:  Thorough knowledge of the range of educational and workforce development programs and services available to youth in the District of Columbia and familiarity with these organizations' mission, objectives, services.  Knowledge of youth development principles.  Experience working with court-involved juveniles or at-risk youth. 

 

Ranking Factor #2:    Thorough knowledge of budgeting, accounting principles, procurement laws, public finance processes and federal grants (OMB circulars).  Experience in managing federal grants or in developing, implementing and monitoring large-scale project implementation.

 

Ranking Factor #3:   Ability to manage programs, monitor sub-grantees, conduct site visits and oversee successful implementation of new initiatives.  Ability to track outcomes and chart performance.  Ability to develop processes and procedures; visual flow-charts, decision trees or performance matrices. 

 

Ranking Factor #4:    Superb oral, written and interpersonal communication skills.  Ability to communicate with a range of stakeholders including policy makers, funders, youth and families.  Ability to effectively develop and deliver presentations.  Ability to build and maintain partnerships with a variety of organizations. 

 

Ranking Factor #5:   Experience with policy analysis and evaluative methods.  Ability to work at various levels of government and solve complex public policy problems.    Ability to develop creative solutions to problems at a macro and micro level.

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