Job Title: Administrative/Legislative Assistant

Division: Legislative

Reports to: Legislative Director

FLSA Status: Non-Exempt

Pay Level: $19-22/hour, commensurate with education and experience

Summary: Provides administrative assistance to the legislative department with many combinations of clerical duties. Serves as a primary administrative assistant to the legislative director.  Provides legislative analysis as needed.  The position is 75% administrative assistance and 25% legislative assistance.  The candidate applying for the position will be expected to perform the following duties.

Duties and Responsibilities include the following.  Other duties may be assigned.

  1. Provides assistance as requested by legislative program managers. *
  2. Attends the military coalition meetings as directed by the legislative director and prepares and files electronic summaries of those meetings. *
  3. Attends congressional hearings and provides written feedback to legislative staff with focus on veterans’ affairs and MilCon hearings. *
  4. Saves the highlighted and bookmarked transcript on shared drive and send them out to staff as directed by legislative director. *
  5. Receives and files resolutions in applicable directorate, maintains master sheet, available to all program managers for assistance in editing. *
  6. Runs and supports NGAUS resolutions meetings at conference, coordinates and oversees legislative office, and delivers final resolutions package to print office for distribution. *
  7. Assembles, proofs, and prepares legislative objectives booklet, oversees design and production and delivery to NGAUS industry day recipients. *
  8. Coordinates with legislative liaisons to edit and send out legislative alerts on time with appropriate formatting using Voter Voice software. *
  9. Provides detailed metrics of Voter Voice software activity on a weekly or as requested basis. *
  10. Responsible for updating user changes and email bounces in NetForum after each legislative alert is sent. *
  11. Serves as primary event coordinator for all NGAUS legislative event requests at National Guard Memorial Building. *
  12. Provides support for legislative state association visits and receptions. *
  13. Operates audio/visual systems in Montgomery room and Hall of States. *
  14. Prepares Microsoft PowerPoint presentation. *
  15. Prepares information folders and positions them along with promotional items in the appropriate meeting room. *
  16. Reminds staff of upcoming state visits. *
  17. Performs administrative duties to assist planning and executing National Guard birthday reception on Capitol Hill. *
  18. Responsible for legislative updates to the NGAUS webpage as directed by primary legislative department website administrator and is the back-up when primary is unavailable. *
  19. Posts legislative alerts on the website through Voter Voice software. *
  20. Conducts regular reviews of the legislative section of the NGAUS website and is able to make corrections, edits, and posts hearing summaries from the fellows. *
  21. Manages the computer file system of the public shared drive - legislative with respect to organization and ease of use. *
  22. Responsible for maintaining subscriptions to relevant publications and web resources for legislative staff. *
  23. Delivers letters, invitations, and other documents to Hill offices either in person or by web resources and email as directed by legislative director. *
  24. Responsible for front desk training and coverage.
  25. Performs other duties as assigned.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Word, Microsoft Excel, design software, Microsoft Outlook, NetForum enterprise, Voter Voice software, and call to action software.


Bachelors degree in related field; and one year related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills, and Other Abilities:

  • Oral and written communication skills
  • Detail oriented

Physical Demands:

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.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands, and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, ability to adjust focus, and ability to see color.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m.

To Apply:

Please submit cover letter, resume (2 pages maximum), and three references to Ms. Patricia O’Connell at patricia.oconnell@ngaus.org by close of business Feb. 21, 2017.