District Staff Assistant

About the Office of Congresswoman Delia Ramirez: Delia Ramirez is the Congresswoman for the 3rd Congressional District of Illinois. Her offices and operations are a reflection of her commitment to the values of service, community, and perseverance. Congresswoman Ramirez is committed to working across boundaries, geographies, ideologies and offices to realize a values aligned, results oriented approach to leadership. 

 Role: The District Staff Assistant is part of the operations team, comprised of the Director, Operations, and the DC Staff Assistant, and works closely with the Constituent Services Team and Outreach Team to ensure that district offices and staff resources are used effectively in order to achieve the goals of the Office of Congresswoman Delia Ramirez. 

Areas of responsibility include, but are not limited to: office management, constituent services, operations, and intern supervision. 

 Manage the Office

• Procure supplies and equipment for both district offices
• Manage supply and equipment inventory for both district offices
• Anchor the district office, providing daily in-person staff support to ensure accessibility and smooth operations (the position has limited access to remote work).
• Manage devices and technology in the district offices in partnership with our IT point of contact
• Engage and manage relationships with vendors and contractors
• Ensure the office environment presents a welcoming environment to constituents
• Work with the District Director & Finance Administrator to ensure that all district office leases, utilities, and telecom systems are properly maintained and managed in compliance with house rules and regulations
• Serve as staff lead for managing any relocation of District Offices and liaise with appropriate house entities in executing relocations

Provide Operational Support

• Serve as the primary point of contact for all visitors to the primary district office. Document visits and support constituent navigation of district services and supports
• Staff phones and receive voicemails from constituents, documenting calls and correspondence aligned to office policy and protocols
• Manage the mail process and ensure the mail is properly handled and forwarded
• Staff and support operational and administrative functions for outreach events (copying, purchasing, etc.) 
• Manage Congressional Greeting and Commendation Requests
• Intake and advertise the Service Academy Nomination process for the office
• Work with interns to ensure that all DO contacts lists are regularly updated and that new contacts are added in a timely manner

Execute HR Processes

• Maintain the staff directory with up to date information
• Provide support for annual retreat planning
• Provide hiring and recruitment support for district positions 

Manage Key Operations 

• Serve as the district’s emergency coordinator
• Coordinate security policies and procedures for the district 
• Ensure that all receipts for official expenses are properly reported to the Director of Operations

Intern Supervision

• Serve as the primary supervisor for all district office interns.
• Collaborate with the Intern Program Manager to ensure all District interns are onboarded and offboarded in compliance with House rules and in alignment with all established office policies and procedures.
• Communicate with the Intern Program Manager to ensure all District Interns complete necessary HR/Payroll documents and required trainings in a timely manner.
• Coordinate with relevant staff to ensure that interns understand their assignments and have the resources they need to complete tasks under established deadlines.
• Resource interns with professional development opportunities.

Intern Hiring

• Develop and maintain relationships with district-based organizations & Chicagoland academic programs that provide intern candidates and/or offer paid interns through fellowships and other initiatives.
• Coordinate with the outreach team to ensure the internship program is promoted at all relevant outreach events in the district. 
• Collaborate with the Intern Program Manager in reviewing applications, conducting interviews, and making recommendations for internship hires to office leadership.
• Work with the Intern Program Manager to ensure the program budget reflects DO needs and priorities.

Other duties as assigned. 

Competencies and Qualifications

Preferred candidates will possess:

• Excellent attention to detail and organizational skills.
• Ability to communicate quickly and effectively both internally and externally in ways that are a positive reflection of the Office and of the Congresswoman. 
• Strong conflict-resolution, negotiation and de-escalation skills.
• Ability to work on multiple projects simultaneously and to thrive in a fast-paced work environment. 
• Bilingual in Spanish and English preferred
• Proficiency in Indigov a plus

Candidate Requirements: 

• Track record of project management skills across platforms. 
• Demonstrated ability to establish and maintain positive relations internally and externally while negotiating complex interests. 
• Demonstrated success working on multiple projects simultaneously and thriving in a fast-paced work environment. 
• A vehicle, insurance, and a valid driver’s license, as transporting staff and materials is a function of the position.  

Physical Requirements/Work Environment: 

• Ability to sit or stand for extended periods of time 
• Ability to use a computer to complete assignments 
• Ability to communicate with individuals and groups in person, by phone and computer 
• Physically able to lift and maneuver items weighing up to 25 lbs 
• Ability to operate a vehicle 

BIPOC, LGBTQIA and those with Chicago/Cook County/DuPage County/Illinois ties are encouraged to apply.

 How to Apply: Please submit your resume and cover letter to jobs.deliaramirez@mail.house.gov with “District Staff Assistant (First Name Last Name)” in the subject line 

 Salary: $50,000 - $57,000, depending on experience

 The office is an equal opportunity employer; we do not discriminate on the basis of race, sex, color, age, religion, disability, genetic information, national origin, marital status, parental status, uniformed service, sexual orientation, or gender identity or expression.