Administrative Assistant (OA)

Employer
USAJobs
Location
Washington, D.C
Posted
Oct 28, 2020
Closes
Nov 05, 2020
Function
Administrative
Hours
Full Time
Duties

Summary

What General Information Do I Need To Know About This Position?

Hiring for two positions within the Division of General Law to assist with administrative duties.

Salary Range: GS-7 $48,670 (Step 01) to $63,267(Step 10); GS-8 $53,901(Step 01) to $70,072 (Step 10) NOTE: First time hires to the Federal Government are typically hired at the Step 01.

Open to current or former Federal employees: Vacancy # SOL-21-10937572-ST-KHB
Learn more about this agency

Responsibilities

As an Administrative Assistant within the Division of General Law, located in Washington, DC some of your specific duties will include:

Office/Administrative Support Duties:
  • Serves as a contact for administrative matters in the Office.
  • Assists in establishing internal procedures for administrative operations.
  • Greets visitors/callers; receives and distributes incoming mail, responding to routine and non-routine requests/matters, and referring technical or complex matters to appropriate staff member or manager.
  • Responds to information requests; compiles and summarizes data; and identifies inaccuracies or anomalies in the records.
  • Composes or reviews correspondence and documents prepared for signature of management officials.
  • Tracks, verifies, and certifies time and attendance for staff, resolving discrepancies when necessary.
  • Prepares correspondence, reports, briefings, legal documents, etc., for staff, ensuring compliance with applicable procedures and protocol.
  • Advises staff on travel rules, regulations, and procedures; prepares travel authorizations; makes arrangements for flights and lodging; prepares or reviews travel vouchers; and maintains contact with staff while they are in travel status.
  • Develops and maintains accountability and security procedures for property and equipment; and purchases supplies, equipment, and services using appropriate methods.
Legal Support Duties:
  • Reviews, proofreads, and composes a variety of routine legal documents and office correspondence.
  • Establishes legal file, litigation files (evidence, documents, administrative proceedings material, civil cases, and criminal referrals), and other legal files for attorney staff.
  • Assists attorneys in researching pleadings, briefs, and other legal.
  • Screens legal publications, including advance reports, for items of special interest to either the staff attorneys, calling such items to their attention, especially current decisions, publications and press releases dealing with their area of responsibility.
  • Utilizes the law library, electronic research tools, legal references, case files, and other types of resources for research and provides background material to staff attorneys.
  • Maintains electronic case filing system to store and retrieve legal records.


Travel Required

Not required

Supervisory status
No

Promotion Potential
8

Requirements

Conditions of Employment


Key Requirements:
  • Applicants must be U.S. Citizens.
  • Suitable for Federal employment, as determined by background investigation.
  • Selectee may be subject to serving a one-year probationary period.
  • More requirements are listed under Qualifications and Other Information.
  • Requirements :
    • A background investigation will be required for this position. Continued employment will be subject to the applicant's successful completion of a background security investigation and favorable adjudication. Failure to successfully meet these requirements will be grounds for termination.
    • Throughout the recruitment and hiring process we will be communicating with you via email; therefore, it is imperative that the email address you provide when applying for this vacancy remains active. Should your email address change, please notify the point of contact identified in the vacancy announcement as soon as possible so that we can update our system.


    Qualifications

    For GS-07:

    Applicants must meet the following to qualify for the GS-7 level:

    One year of specialized experience in or directly related to this position that equipped the applicant with the knowledge, skills, and abilities to perform successfully the duties of this position. To be creditable, the required specialized experience must have been equivalent to at least the GS-06 level in the Federal service.

    Examples of GS-6 level work: 1) Processes a wide variety of transactions subject to different sets of rules and regulations. Regarded as an expert source of information on processing transactions; completed work is reviewed for conformance with policy and regulatory requirements; numerous and varied guidelines are adapted and applied; 2) Performs a segment of the evaluative work of an administrative function; identifies issues or problems and seeks alternative solutions consistent with applicable regulations. Works independently in completing assignments; completed work is reviewed for effectiveness in meeting goals; guidelines such as regulations, evaluation criteria, and precedents have gaps in specificity.

    For GS-08:

    Applicants must meet the following to qualify for the GS-8 level:

    One year of specialized experience in or directly related to the position to be filled that equipped the applicant with the knowledge, skills, and abilities to perform successfully the duties of the position. To be creditable, the required specialized experience must have been equivalent to at least the GS-7 level in the Federal service.

    Examples of GS-7 level work may include: 1) budgeting, purchasing, supply management, personnel administration, data processing, and files management, and performs staff support work in each of these areas. 2) collects data for the office operating budget, reviews submissions of office staff assistants for proper format and compliance with agency budget requirements, sets up controls to monitor expenses during the year. 3) updates the office's supply sources catalogues; purchases supplies, equipment, and services through open market purchase by blanket agreement, cash or field purchase order, or similar methods. For examples 1-3, the supervisor makes assignments by defining objectives, priorities, and deadlines. The employee works independently, using a general understanding of the expected outcomes and the scope of assignments, and draws upon experience in resolving the more difficult situations that occasionally arise. The work is reviewed for technical accuracy, soundness of judgment, and adherence to program requirements and objectives.
    Typing requirement:
    Applicants must be a qualified typist, able to type a minimum of 40 words per minute, based on a 5-minute sample with 3 or fewer errors.

    You must meet all qualification and eligibility requirements for the position by the closing date of the announcement.

    Education

    • Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g. Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.
    • Education completed in colleges or universities outside the United States may be used to meet the above requirements. You must provide acceptable documentation that the foreign education is comparable to that received in an accredited educational institution in the United States. For more information on how foreign education is evaluated, visit: https://www.usgs.gov/about/organization/science-support/human-capital/how-foreign-education-evaluated-federal-jobs .


    Additional information

    Other Information :
    • Identification of promotion potential in this announcement does not constitute a commitment or an obligation on the part of management to promote the employee selected at some future date. Promotion will depend upon administrative approval and the continuing need for and performance of higher-level duties.
    • Under Executive Order 11935, only United States citizens and nationals (residents of American Samoa and Swains Island) may compete for civil service jobs. Agencies are permitted to hire non-citizens only in very limited circumstances where there are no qualified citizens available for the position.
    • The application contains information subject to the Privacy Act (P.L. 93-579, 5 USC 552a). The information is used to determine qualifications for employment, and is authorized under Title 5, USC, Section 3302 and 3361.
    • DOI uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify .
    • THE FEDERAL GOVERNMENT IS AN EQUAL OPPORTUNITY EMPLOYER.
    Agency Benefits :
    • Working for the DOI, Office of the Solicitor offers a comprehensive benefits package that includes paid vacation, sick leave , and holidays ; health, life, dental, vision, and long term care insurance, flexible spending accounts , and participation in the Federal Employees Retirement System .
    • SOL has determined that the duties of this position are suitable for telework and the selectee may be allowed to telework in accordance with the DOI Telework policy and with supervisor approval. The official worksite for the selectee is the duty station identified in this vacancy announcement. The selectee will typically report to this duty location on a regular and recurring weekly basis.
    • For additional information on telework you may access the Department of Interior's Telework Handbook at https://www.doi.gov/telework/policies.


    How You Will Be Evaluated

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

    --Vacancy Related Questions: As part of the online application process, you will need to respond to a series of questions designed to assess your possession of the following knowledge skills, abilities and/or competencies: Administrative Support; Interpersonal Communication; Decision making; Information Management; Financial Management procedures; Pressure/Deadlines; Personnel; Procurement; Plan and organize work; Regulations/procedural guidance; Correspondence Procedures; Management Advisory.

    --Basis of rating:
    Category rating will be used in the ranking and selection process for this position. The quality categories are Best Qualified, Well Qualified, and Qualified. You will be rated on the extent and quality of your experience, education, and training relevant to the duties of the position. If you are eligible, your on-line responses to the application questions will determine your placement in the appropriate quality category described above. Your responses must be substantiated by your resume. If you do not respond to the application questions you may be rated ineligible. Veterans' preference rules for category rating will be applied.

    --NOTE: If it is determined that you have rated yourself higher than is supported in your description of experience and/or education as described in your resume/application, or that your resume or application is incomplete, you may be rated ineligible, not qualified, or your score may be lowered.

    To preview the announcement questionnaire, click here: https://apply.usastaffing.gov/ViewQuestionnaire/10937571

    Background checks and security clearance

    Security clearance
    Not Required

    Drug test required
    No

    Position sensitivity and risk
    Non-sensitive (NS)/Low Risk

    Trust determination process
    Credentialing

    Required Documents

    Required documents may be: (1) faxed to the Agency Contact listed in the vacancy announcement; or (2) uploaded directly from your desktop; or (3) uploaded directly from your USAJOBS stored attachments; or (4) hand delivered to the servicing Human Resources Office listed in the vacancy announcement.

    Transcripts
    --If this position requires specific educational course work to qualify, or you are qualifying based in whole or part on education, you are required to provide all unofficial transcripts (undergraduate, graduate, etc.) or list of course work, which includes semester hours earned and grade received, by the closing date of this announcement or you will be disqualified from further consideration. Please ensure that all documentation is legible.

    Veterans' Preference Eligibles
    --If you are claiming veterans' preference you must provide a legible copy of your DD-214, Certificate of Release or Discharge from Active Duty, member 4 copy or any official documentation or statement from the Armed Forces that confirms your dates of service and that your separation, discharge, or release from active duty was under honorable conditions (i.e., Honorable or General Discharge). Note: If you have more than one DD-214 for multiple periods of active duty, submit a copy for each period of service.

    --If you are currently on active military duty, you must provide documentation (e.g., campaign document, award citation, etc.), that verifies entitlement to veterans' preference and that your character of military service is honorable.

    --If you are claiming 10-point veterans' preference, in addition to the documents specified above, you must also submit documentation that supports your claim, e.g., an official statement from the Department of Veterans Affairs (dated 1991 or later) or from a branch of the Armed Forces certifying the existence of a service-connected disability, or the award of the Purple Heart, etc. The overall rating must be identified on your certification letter or separation orders. Documentation must be received by the closing date shown in this vacancy announcement. If you fail to submit any of the required documentation, you will not be granted veterans' preference.

    Additional information on veterans' preference can be found in the VetGuide .

    CTAP/ICTAP Eligibles
    --If you are claiming CTAP/ICTAP eligibility, the Servicing Human Resources Office must receive proof by the closing date of this announcement that you meet the requirements of 5 CFR 330 Subpart F for CTAP and 5 CFR 330 Subpart G for ICTAP or you will not receive priority consideration. This includes:
    • copy of the agency notice;
    • your most recent Performance Rating; and
    • your most recent SF-50 noting current position, grade level, and duty location.
    If you are a CTAP or ICTAP eligible, you will be considered well qualified if you earn a minimum score of 85 (prior to the assignment of veteran's preference points). For more information on CTAP/ICTAP please click here .

    Eligibility for Special Appointing Authorities
    If you are applying for this position based on eligibility under a special appointing authority, you must submit proof that supports your claim by the closing date of the announcement. If you fail to submit proof, you will not receive consideration under the special appointing authority. Below is a list of the most common authorities and the documentation requirements. If you're eligible for an authority not listed, you are responsible for submitting documentation that's appropriate for that specific authority.

    --30% or More Disabled Veteran - Submit a legible copy of your DD-214, Certificate of Release or Discharge from Active Duty, member 4 copy; and an official statement from the Department of Veterans Affairs (dated 1991 or later) or from a branch of the Armed Forces certifying the existence of a service-connected disability, , etc. Additional information can be found in the VetGuide .

    REQUIRED DOCUMENTS CONTINUED BELOW IN HOW TO APPLY SECTION.

    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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