The National Conference of State Legislatures is a bipartisan organization that serves the legislators and legislative staff of the nation's 50 states, its commonwealths and territories. NCSL provides research, technical assistance and opportunities for policymakers to exchange ideas on the most pressing state issues. Our mission is to serve state legislatures and other intergovernmental groups by providing support, promoting fresh ideas, connecting legislators and staff with experts and each other, and provide a strong, cohesive voice in the federal system. Since its founding in 1975, NCSL's staff has grown from 15 employees to over 150 employees in its offices in Denver, CO and Washington, D.C.
The National Conference of State Legislatures is seeking a qualified individual to (1) provide planning and logistical support for meetings and other events and (2) provide general administrative/project coordination support for its Education program. Primary duties will include:
Contacting state legislators and legislative staff by phone and email;
Managing details related to meeting venues, lodging, catering and transportation for 6-12 meetings/year, in concert with NCSL’s meeting department and Education Program staff;
Processing detailed expense reports and managing meeting budgets;
Providing on-site logistical support for meetings (may require travel and/or overnight stays 6-12 times per year);
Supporting the clerical and administrative needs of the Education Program staff.
This position requires a detail-oriented person with excellent interpersonal, organizational and problem-solving skills, and the ability to work in a fast-paced, professional environment, supporting the work of multiple team members. The ability to write clearly, concisely and professionally is required. This position is grant-funded and is subject to reduction in percentage of time covered or elimination if grant funding becomes unavailable.
RESPONSIBILITIES AND DUTIES:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position will perform some or all the following duties:
Provide logistical support for meetings and other events, in collaboration with NCSL’s Meetings Department and the Education Program staff.
Organize and perform outreach activities to legislators and legislative staff.
Organize and maintain detailed records related to meeting planning and participant outreach.
Track meeting-related expenses in an Excel spreadsheet.
Write outreach letters and emails to recruit participants for meetings.
In collaboration with NCSL’s Meetings Department, coordinate hotel and meal logistics.
Coordinate on-site logistics for 6-12 meetings annually (requires out-of-state travel and overnight stays).
Process meeting invoices and expenses.
Provide administrative support, such as collecting timesheets and monthly reports, preparing documents for publication and other clerical tasks.
Tabulate and summarize survey results.
Assist with posting web content.
Assist with legislative tracking and maintaining legislative databases.
Perform other duties as assigned.
This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, copy machines, scanners and smartphones.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
This is largely a sedentary position that requires the ability to speak, hear, see, lift small objects up to 50 lbs., open filing cabinets and bend, stoop, or stand on a stool as necessary. Requires the ability to travel locally, regionally and nationally, including overnight and weekends.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Experience and Education
High school diploma (or its equivalent) plus seven (7) years of progressively complex secretarial/administrative experience or a bachelor’s degree plus three (3) years of secretarial /administrative/project coordination experience.
Knowledge, Skills and Abilities
Skill and competence in handling administrative, technical or professional details.
The ability to communicate effectively in writing or orally and to deal discreetly and maturely with sensitive information
Competence using Microsoft Word, Excel, Outlook and other computer applications.
Ability to operate printers/copiers, multiline phones and other office equipment.
Excellent phone etiquette and customer service skills.
Ability to work efficiently and cooperatively in a fast-paced environment.
Excellent organizational skills and the ability to manage multiple tasks at once.
The ability to travel out of state by airplane and be away from home for overnight stays, sometimes including weekends.
NCSL offers an outstanding benefits package including low cost health, dental and vision coverage, a 401(a)-retirement plan with 10% contribution after 6 months and full vesting, life & disability insurance, 3-weeks paid vacation with 5+ years of paid full-time work experience, paid leave, 35-hour work weeks, telework, pet insurance, discounted bus / train passes, in-office dry cleaning pick up, access to 24-hour fitness memberships, and more!
Interested candidates should send a cover letter and resume highlighting skills and qualifications to: https://ncsl.applicantpro.com/jobs/ no later than Friday, January 18, 2019.
NCSL IS AN EQUAL OPPORTUNITY EMPLOYER.
About National Conference of State Legislatures
Since 1975, the National Conference of State Legislatures has been the bipartisan voice of legislators and legislative staff in the states, commonwealths and territories of the U.S. Our mission is to serve state legislatures by providing support, promoting fresh ideas, connecting legislators and staff with experts and each other, and providing a strong, cohesive voice in the federal system.
Legislators and legislative staff turn to us for up-to-date, nonpartisan information on critical state legislative issues, including health care, budgets, elections, transportation, education and more. We work to protect state sovereignty and flexibility, fight against unfunded mandates and oppose unwarranted federal pre-emption of state authority. Our experts and their research are regularly cited by prominent national news outlets, including the New York Times, Wall Street Journal and NPR.
NCSL’s success depends on its dedicated and talented staff. Our staff serves a diverse community of legislators and legislative staff, and NCSL values a diverse workforce that reflects that community. We strive to recruit, develop and retain the most talented people by valuing their varied skills and ...experiences. Employees work in a challenging, often fast-paced environment where they assist legislators and legislative staff in their work to promote the common good of the citizens of the states.