Duties

The incumbent provides advice and support to presidential appointees, advisory board members, guest speakers and staff on matters relating to local, domestic, and international travel and travel card programs. Additional responsibilities include providing operational event support for official functions both off- and on-site, such as public meetings, annual advisory board meetings, and conferences.

The ideal candidate will have knowledge of federal travel regulations and government travel policy and procedures and experience coordinating all of the moving parts involved in ensuring event, meeting, and conference planning (cost containment, venue scouting, equipment logistics, and room setup) goes smoothly.

Duties
Travel Logistics

• Advises travelers or preparers on appropriate documentation and lead times required for sponsored travel and outside activities, domestic travel and foreign travel.
• Coordinates with program area to maintain an awareness of upcoming travel and ensure adequate lead times to prepare applicable documentation (e.g., notification of foreign travel, sponsored travel).
• Advises travelers of and assists with any need for specialized travel documents such as visas or passports.
• Uses software systems to load, update, correct, research, data-mine, and maintain data related to travel.
• Examines, evaluates, and under the guidance of the supervisor or designee, recommends alternative means of meeting travel requirements for unusual situations, i.e., interrupted travel due to illness or family emergencies and unplanned foreign travel.
• Uses the General Services Administration (GSA) Federal Travel Regulations (FTR) to manage the travel activities.
• Serves as the contact for registrations for conferences which involves ensuring the accurate completion of required forms.
• Examines and verifies adequacy and completeness of travel vouchers.
• Analyzes and evaluates the effectiveness of programs or operations in meeting established goals and objectives, and analyzes program performance data to identify issues and make recommendations for improvement.

• Consults with clients (including commissioners, staff and stakeholders) to conceptualize events and discuss all details regarding events and event planning, demonstrating good judgment, a focus on customer service, and the ability to prioritize when making decisions and managing events which affect the agency as a whole and its specialized communities.
• Manages events in accordance with federal and EAC policies.
• Plans, organizes, and identifies event locations and vendors; confers with broad-based constituencies regarding logistics, panelists, site selection, vendors, event goals and objectives, etc.
• Prepares and executes detailed event planning timelines and task lists to effectively track the progress of the event.
• Provides effective marketing and communications strategies.
• Partners with Communications on effective marketing and communication strategies and event reporting as needed.
• Utilizes expertise in technology (online communications, social media, software applications, etc.) to advance planning and programming needs.
• Administers facilities and space logistics and manages equipment needs for events.
• Determines and coordinates staffing needs for individual events.
• Oversees financial processes that may include coordinating recharges to various work units, processing financial transactions, and other business services functions as required.
• Contributes to and participates in long-range event planning for annual advisory board meetings.
• Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen.

Requirements

Conditions of Employment

• Candidates must meet all qualifications prior to the closing date of this announcement.
• Candidates must be a US Citizen.

How You Will Be Evaluated

• Benefits

  Review our benefits

• Required Documents

  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

  Required documents include a resume and the supporting documents as described in the "How to Apply Instructions" section of this announcement.

• How to Apply

  All applicants MUST submit applications via email: resumes@eac.gov.
  
  You MUST include the job title and announcement number in the subject line of the email. You do not need to submit your application package through the USAJOBS process.
  
  Your application package must be received by the closing date of the announcement and must include the following:

  • A resume;

  • For current or former federal employees, you must submit a copy of your last Notification of Personnel Action (SF50) showing your position, title, series, grade and eligibility;

  • A copy of your most recent performance appraisal. If you do not have a recent performance appraisal, please explain why you do not have one.

  Agency contact information

  Human Resources

  Email

  Resumes@eac.gov

  Address

  US Election Assistance Commission
  633 3rd Street, NW
  Suite 200
  Washington, DC 20001
  US

  Next steps

  Your application materials will be reviewed and if an interview is deemed appropriate, you will be contacted with further information.

• Fair and Transparent

  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

  • Equal Employment Opportunity (EEO) Policy
  • Reasonable accommodation policy
  • Financial suitability
  • Selective Service
  • New employee probationary period
  • Signature and false statements
  • Privacy Act
  • Social security number request

Required Documents