Administrative Support Assistant

Employer
USAJobs
Location
Washington, D.C
Posted
Jul 01, 2022
Closes
Jul 04, 2022
Hours
Full Time
Duties

The Administrative Support Assistant provides a variety of administrative, clerical and technical support to facilitate administration activities in the USBG.

The individual selected for this position will perform the following:
  • Provides direct day-to-day administrative support to the USBG Executive Director and Deputy Executive Director.
  • Manages office operations for USBG organizational components.
  • Controls schedules for the USBG senior managers, conference room, classroom, and meeting rooms. Makes complex arrangements involving the office calendar without detailed prior approval.
  • Arranges meetings involving planning, evaluation and operational functions. Reserves the space, setting the time and contacting the individuals expected to attend. Transmits agenda and background materials to participants, advising them of topics to be discussed.
  • Attends meetings, records notes and commitments for follow-up matters and distributes summaries to participants.
  • Assists in providing logistical support for briefings of individuals and organizations, by preparing documents, developing slide decks, reports, and other necessary materials.
  • Receives and screens visitors and incoming telephone calls.
  • Serves as administrative point of contact for various business processes including Travel, Badging, Onboarding, Separations, Proxy, Transit Subsidy and WebTA performing timekeeping tasks for staff ensuring timekeeping rules are complied with.
  • Develops and documents standard procedures to support office operations and ensure consistency and continuity.
  • Manages the division's filing and record-keeping systems, including records management liaison and confidentiality of related personally identifiable information as well as the archiving requirements.
  • Manages correspondence operations for the division. Screens incoming correspondence, publications, regulations, and directives that may affect the organization. On own initiative and discretion, determines which staff member should respond to technical mail and correspondence.
  • Signs correspondence in the supervisor's absence, as delegated. Prepares administrative documents such as memos, reports and correspondence on own initiative, based on knowledge of the supervisor's views and desires.
  • Integrates several types of software, such as spreadsheet, database, word processing, desktop publishing, and graphics applications, to compile data and generate specific working documents, reports and forms.
  • Provide office automation advice, guidance, and assistance to staff. Work with users to define required data elements, desired format, and any statistical manipulation needed for the specified output. Evaluate the office automation needs of the immediate work area and suggests solutions or participates in documenting the requirements for developing a specialized application.
  • Coordinates purchasing, as well as storage, of office supplies and equipment.


Requirements

Conditions of Employment

  • You must be able to pass a drug test.
  • Your resume and question responses must demonstrate the job-related KSAs.
  • You must meet the definition of specialized experience.


To be employed by the Architect of the Capitol in a paid position, an individual must meet one of the categories below:
  • A citizen of the United States;
  • A person who is lawfully admitted for permanent residence and is seeking citizenship as outlined in 8 U.S.C. 1324b(a)(3)(B);
  • A person who is admitted as a refugee under 8 U.S.C. 1157 or is granted asylum under 8 U.S.C. 1158 and has filed a declaration of intention to become a lawful permanent resident and then a citizen when eligible;
  • A person who owes allegiance to the United States (nationals of American Samoa, Swains Island, and the Northern Mariana Islands, and nationals who meet other requirements described in 8 U.S.C. 1408); or
  • A person who is currently an officer or employee of the Government of the United States.


Qualifications

You must meet the United States Office of Personnel Management's (OPM) qualification requirements (including specialized experience and/or educational requirements) for the advertised position. You must meet all eligibility and qualifications requirements by the closing date of the job announcement. Additional information on the qualification requirements is outlined in the OPM Qualifications Standards Handbook of General Schedule Positions. It is available for your review on the OPM web site at OPM qualification standards .

Specialized experience is experience that has equipped you with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level.

Candidates for the GS-08 grade level must have at least 52 weeks of specialized experience equivalent to the GS-07 grade level in the Federal service.

Specialized experience for this position includes the following:
  • Extensive experience supporting high level management in a confidential environment;
  • Using Microsoft Office suite and other software programs to support and manage administrative activities;
  • Providing customer service in person, by phone and online; and
  • Drafting, reviewing and editing documents, spreadsheets and presentations.


Education

No education substitution.

Additional information

Welcome Veterans. The Veterans Employment Opportunities Act of 1998 (VEOA) gives veterans' preference rights in the legislative branch to certain veterans as applied by the Congressional Accountability Act. Veterans' preference is applied on this vacancy announcement. If you are a veteran and have been separated under honorable conditions, you must submit a copy of your DD-214 or other proof of eligibility; SF-15, if applicable; and Department of Veterans Affairs documentation of disability, if applicable. For more information, please visit http://www.opm.gov/veterans/html/vetguide.asp#6 .

If you are a male applicant born after December 31, 1959, you must certify that you have registered with the Selective Service System. If you are exempt from registration under Selective Service Law, you must provide appropriate proof of exemption. Please visit the Selective Service System website for more information.

DRUG TESTING: The Architect of the Capitol (AOC) is a Drug Free Workplace. As part of the AOC's suitability assessment, a candidate tentatively selected for a position who is not currently an AOC employee is required to submit to screening for illegal drug use. Satisfactory completion of a drug test is a condition of employment with the Agency. A candidate must test negative prior to being eligible for appointment into a position. We will schedule, provide and cover the cost for the drug test.

The selectee(s) under the vacancy announcement for this position is subject to a criminal record check by the U.S. Capitol Police and satisfactory adjudication to be eligible for employment at the Architect of the Capitol.

The Architect of the Capitol is an E-VERIFY Participant. E-VERIFY is an Internet-based system that compares information from an employee's Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security (DHS) and Social Security Administration records to confirm employment authorization in the United States. If you are selected for this position, the documentation that you present for purposes of completing the DHS Form I-9 will be verified through the DHS "E-VERIFY" electronic system. For more information on E-Verify, please visit http://www.dhs.gov/files/programs/gc_1185221678150.shtm

The Architect of the Capitol is an Equal Opportunity Employer and prohibits discrimination on the basis of race, color, sex, religion, age, national origin, sexual orientation, gender identity, genetic information and/or disability.

This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency. The decision on granting reasonable accommodation will be made on a case-by-case basis.

Moving expenses are not authorized.

Relocation expenses are not authorized.

Probationary Period - A newly appointed selectee is subject to the completion of a one-year trial/probationary period, regardless of whether or not a trial/probationary period has been completed previously with the Architect of the Capitol or another Federal agency.

This vacancy announcement may be used to fill additional vacancies in any of the jurisdictions of the Architect of the Capitol.

All application materials become the property of the Architect of the Capitol.