Administrative Support Assistant

Employer
USAJobs
Location
Washington, D.C
Posted
Sep 12, 2020
Closes
Sep 19, 2020
Hours
Full Time
Duties

Summary

This position is located in the office of the Architect of the Capitol (AOC), Facility Manager Buildings and Grounds Supreme Court. The primary purpose of this position is to provide a variety of administrative support functions for the division, office or jurisdiction. The selectee will assist in the daily administrative operations of the office by performing a variety of administrative, clerical and technical support tasks that facilitate office operations.

Learn more about this agency

Responsibilities

Major Duties Include:
  • Prepares, tracks and routes documents, reports and correspondence. Reviews and evaluates documents related to special projects and action items. Researches and obtains background information for required actions through available tools such as automated databases, historical files and review of previous or current studies/projects on related topics.
  • Receives and reviews all incoming correspondence, establishing controls on certain items. Routes correspondence to appropriate staff member. Prepares complex but non-technical answers to queries and actions on own initiative or from brief comments from supervisor.
  • Composes and reviews outgoing correspondence and action papers submitted to ensure that the materiel is properly prepared, coordination is completed, procedural requirements have been met, grammar is correct and edits are correctly applied.
  • Uses advanced functions of a wide range of office automation software to perform such tasks as preparation of reports and briefing documents, maintenance of fiscal records and tracking the status of a number of important projects assigned to the office. Uses sound working knowledge of Microsoft Word, Excel, PowerPoint and other relevant software applications. Responsible for proper spelling, grammar, format and arrangement of materials.
  • Serves as primary contact for calls and visitors to the office. Receives visitors and incoming telephone calls. Responds to inquiries or directs the caller to a staff member who can provide assistance. Furnishes general information to caller based information obtained by working at the AOC and logs all calls.
  • Takes appropriate action to obtain office equipment and replacement of office supplies. Evaluates office procedures consisting of numerous functions at varying levels of difficulty.
  • Ensures that confidential records and personally identifiable information (PII) are protected in accordance with AOC requirements and public law. Maintains strict confidentiality on matters of management and issues affecting individual employees, including employee complaints or concerns and oversight agency inquiries.
  • Manages time and attendance and advises and provides guidance to other administrative assistants or relevant staff. Assists staff with Web/TA time and attendance reporting. Provides guidance on time and attendance issues.
  • Maintains the calendars for director/deputy, and occasionally maintains calendar for other staff, exercising complete control over appointments, with authority for commitments of time using own judgment to order priorities based on extensive knowledge of supervisor's requirements, in-depth understanding of ongoing activities and a constant awareness of shifting priorities. Accepts or declines invitations to meetings and arranges for representation by a subordinate official as necessary. Refers conflicts to supervisor for resolution in sufficient time to adequately resolve conflicts. Reminds the supervisor of schedules appointments and subject matter to be required for attendance, making arrangements for the meeting place, scheduling the meeting time and ensuring that all background material is in place for the meeting. Records, drafts and finalizes minutes from required meetings. Documents decisions and directives by the director/deputy and monitors suspense and follow-up action.
  • Works with staff to organizes logistics for a variety of events. Schedules meetings and travel based on key priorities and engagement needed to deepen leadership connect with the teams and stakeholders.
  • Prepares and submits requisitions. Tracks requisitions for timely completion. Procures office supplies, office equipment repairs and printing services. Makes credit card small purchases of supplies and other office items of low to moderate value. Sets up large purchases in FMS and coordinates with Acquisition and Material Management Division (AMMD). Reconciles financial statements and prepares financial reports.
  • Serves as office liaison and coordinates with other divisions within the agency regarding matters relational to the Worker's Compensation program, Family and Medical Leave Act (FMLA), clearances, requests for badging and transportation benefits. Assists supervisors to initiate requests for personnel actions, e.g., to recruit and fill vacancies and initiate award processing. Initiates travel requests and prepares vouchers for reimbursement, etc.
  • Serves as the organization's point of contact for training requests. Provides managers with guidance on training policies and procedures. Processes training requests and monitors training activities for program effectiveness. Monitors training costs to ensure budget does not exceed the division training plan. Advises staff of status of training requests and distributes approved purchase orders required for registration. Registers employees for training upon approval.


Travel Required

Not required

Supervisory status
No

Promotion Potential
09

Requirements

Conditions of Employment

  • You must be a U.S. Citizen.
  • You must meet the definition of specialized experience.

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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 next lower (GS-07) grade level in the Federal service.

Specialized experience for this position includes the following: (1) Supporting high level management in a confidential environment; (2) Performing calendar management and scheduling, making travel arrangements, and organizing events; (3) Using the Microsoft Office suite and other software programs to produce spreadsheets, documents and presentations; (4) Composing, tracking and routing correspondence, reports and other materials to provide information to agency members; (5) Making small purchases and reconciling financial statements; and (6) Serving as point of contact for time and leave processing in the WebTA system.

Education

Education cannot be used to substitute specialized experience.

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 OPM vet guide

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, genetic information, sexual orientation 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 on a case-by-case basis.

Moving expenses are not authorized.

Relocation expenses are not authorized.

Probationary Period- A newly appointed selectee(s) 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.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Review your resume and responses carefully. Your eligibility for consideration and qualifications for the position will be determined based upon a review of your detailed resume and your responses to job specific self-assessment questions.
Your resume will be evaluated based on evidence of your ability to demonstrate the knowledge, skills, and abilities (KSAs) for this position, possession of any specialized experience, and how well your background and experience relates to the self-assessment questions in the job announcement. The self-assessment questions relate to the following knowledge, skills, abilities, and competencies:

1. Administrative Support

2. Computer Skills

3. Customer Service

4. Information Management and Organization

5. Oral Communication

Your responses to the self assessment questions serve as the basis for your initial rating. You will receive a numerical score based on your responses to these questions. Next, your responses will be evaluated by a Human Resources Specialist and/or a subject matter expert against the information provided in your resume and optional cover letter. Your resume must support your answers to the self assessment questions. Falsifying your background, education, and/or experience is cause for not hiring you or disqualification for further consideration.
Please note that a complete application is required for consideration. (Please review the "Required Documents" section of this job announcement to see what must be included in a complete application).
To preview questions please click here .

Background checks and security clearance

Security clearance
Other

Drug test required
No

Required Documents

The Architect of the Capitol's job application process is designed to ensure that we only ask you for the information that is absolutely needed to evaluate your qualifications and eligibility for the position.

To apply for this position, you only need to submit online the following: a) your resume and 2) answer the online vacancy assessment questionnaire. The online questionnaire contains eligibility and screening questions and other relevant supplemental information. No additional documentation or attachment is required at the time of application.

We ask that you prepare and submit a resume that best describes fully your background experience, skills, abilities, education, training and other relevant credentials. The resume should include dates of employment.

Nothing further is required until it is requested by the staff of the Human Capital Management Division. If additional documentation is required for a position, you will be asked to provide it during the selection process or upon selection. At that point, we may ask you to submit documentation to support statements made in your resume.

For example, we may ask you to provide documents such as college transcripts, copy of diploma or proof of Federal employment status. If the position requires a license or certification, we will ask candidate(s) to provide proof at the time of selection.

If you are claiming veterans' preference, we may ask you to submit proof of Veterans preference (DD-214, and, if claiming 10-point preference, the SF-15 plus proof required by that form).

If you fail to provide the required documents, we will withdraw a tentative job offer made and/or remove you from further consideration.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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