Administrative Support Specialist

Employer
USAJobs
Location
Herndon, Virginia
Posted
Jan 20, 2021
Closes
Jan 28, 2021
Hours
Full Time
Duties

Summary

You will serve as an Administrative Support Specialist for the Small Business Administration (SBA), Office of Disaster Assistance (ODA), Administrative Services Center - ASC in Herndon, Virginia. This position provides administrative and logistical support to all the ODA centers located across the United States.

Learn more about this agency

Responsibilities

As an Administrative Support Specialist at the GS-0301-9/11, some of your typical work assignments may include:
  • Coordinating travel plans, airline reservations, rental vehicles, and other travel related needs between travel agencies and ODA HQ and Centers before and during large disaster operations, training sessions, and conferences.
  • Oversees the issuance, use, and deactivation of employee travel credit cards at disaster field sites, including researching/auditing credit card accounts for possible abuse.
  • Using Microsoft Office applications to include Excel, Word, and PowerPoint among others.
  • Using various electronic databases and web based systems to run reports and troubleshoot errors in data reporting.
  • Communicating clearly, concisely, and courteously through written communications such as email, memos, and reports.
IMPORTANT NOTES:
  • This is a Cadre position, which is a competitive service status position with a full-time seasonal work schedule. Although highly unlikely, depending on the level of disaster activity, you may be placed in a non-duty status if there is insufficient work. This would be extremely unusual and has not occurred in numerous years.
  • Additional selections may be made from this announcement if identical vacancies occur within 180 days from the closing date.
  • If required to travel to a disaster site, you may encounter hazardous working and/or living conditions, for example, no water or electricity and/or minimal lodging facilities.
  • Mandatory Overtime: In order to respond quickly and efficiently to disaster survivors, substantial compensated overtime hours may be required while on assignment (up to seven days a week and ten to fourteen hours a day).
  • ASC is located in the business area of Herndon, VA. It is conveniently located near various eateries and shops and is accessible via public transportation.
  • By applying for this position with SBA's Office of Disaster Assistance, you can enjoy challenging but satisfying work and join a highly motivated and diverse team that helps families and businesses rebuild their lives after a disaster.
  • This position is also being announced under Delegated Examining Procedures, announcement # DE-21-012-ASC-10984716.


Travel Required

Occasional travel - On occasion, especially during times of substantial disaster activity, you may be required to work overtime and/or travel with little or no advance notice.

Supervisory status
No

Promotion Potential
11

Requirements

Conditions of Employment

  • U.S. citizenship is required.
  • You must be able to obtain and maintain a Government travel credit card.
  • Favorable background investigation and credit check are required.
  • Credit Score must be at least 500.
  • You may be required to complete a one-year probationary period.
  • You must meet time-in-grade requirements by the closing date.


Qualifications

Generally, time in Non-Pay status is not creditable towards the specialized experience requirement listed below.
Federal status applicants must meet both Time-In-Grade AND experience requirements by the closing date of this announcement. However, if you have separated from the Federal Government for at least 52 weeks, you are not subject to the Time-in-Grade requirement.

Time-In-Grade Requirement:
GS-09: Must have held grade GS-07 for 52 weeks
GS-11: Must have held grade GS-09 for 52 weeks


You may qualify based on experience, education or a combination of both.

Experience: To receive credit, you must indicate the month and year as well as the average hours worked per week for each employer. Average work hours must be stated on the resume to quantify each period of work experience or that experience will not be credited toward meeting the specialized experience requirement.
You must address the specific specialized experience required for each grade level of this position on your resume or application or you will be rated "Ineligible" for that grade level.

GS-09: To qualify you must have at least 1 full year (52 weeks) of specialized experience equivalent in difficulty and complexity to the GS-07 level in the Federal service that has equipped you with the particular knowledge, skill, and ability to perform successfully in this position. This experience may have been gained in a Non-Federal service position. In addition, this Specialized Experience must demonstrate the following:
  • Manages and/or coordinates various aspects of business travel, such as flights, hotels, and ground transportation using web based travel systems.
  • Assists with tracking and monitoring credit cards issue to customer.
  • Reviews/examines travel vouchers for compliance with travel rules and regulations: AND
  • Uses Microsoft Office Suite to communicate with internal and external customers.

GS-11: To qualify you must have at least 1 full year (52 weeks) of specialized experience equivalent in difficulty and complexity to the GS-09 level in the Federal service that has equipped you with the particular knowledge, skill, and ability to perform successfully in this position. This experience may have been gained in a Non-Federal service position. In addition, this Specialized Experience must demonstrate the following:
  • Manages and coordinates all aspects of business travel, to include flights, hotels, and ground transportation using web based travel systems.
  • Manages a government credit card program to include tracking and shipment of credit cards.
  • Examines travel vouchers using advanced mathematical skills, while ensuring compliance with all travel rules and regulations.
  • Uses Microsoft Office Suite to communicate with internal and external customers.
  • Utilizes Microsoft Excel features to create spreadsheets and mathematical calculations to include formula development, auto-calculation, and date sort functions.
OR

Education

If qualifying based on education, you must submit transcripts by the closing date of this announcement or you will not be found eligible.

GS-09: Must have a master's or equivalent graduate degree in a related field or 2 full years of related progressively higher level graduate education leading to such a degree.

GS-11: Must have a PHD, a doctorate, or equivalent graduate degree in a related field or 3 full years of related progressively higher level graduate education leading to such a degree from an accredited college or university.


OR

A combination of experience and education as indicated above.

Qualification Standards:
https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/#url=Group-Standards

Additional information

If selected for this position, you will be eligible for benefits. The above link is provided for your reference to explore the major benefits offered to most Federal employees.

Reasonable Accommodation Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended and Americans with Disabilities Act 1990 as amended, that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a reasonable accommodation in your online application. Requests for Reasonable Accommodations for the USA Hire Competency Based Assessments and appropriate supporting documentation for Reasonable Accommodation must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for Reasonable Accommodations are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments, if you received the link after the close of the announcement. To determine if you need a Reasonable Accommodation, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments here: https://help.usastaffing.gov/Apply/index.php?title=Reasonable_Accommodations_for_USA_Hire

How You Will Be Evaluated

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

You will be evaluated based on how well you meet the qualifications listed in this vacancy announcement. Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), the responses you provide on the application questionnaire, and the result of the online assessments required for this position. You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics):
  • Administration and Management
  • Attention to Detail
  • Auditing
  • Computer Skills
  • Customer Service
  • Flexibility
  • Integrity/Honesty
  • Interpersonal Skills
  • Learning
  • Self-Management
  • Stress Tolerance
  • Teamwork


In order to be considered for this position, you must complete all required steps in the process. In addition to the application and application questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.

Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

Background checks and security clearance

Security clearance
Other

Drug test required
No

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

Trust determination process
Suitability/Fitness

Required Documents

Required Documents
To apply for this position, you must provide a complete Application Package which includes:

1. Your Resume showing hours worked per week, dates of employment, and duties performed.

2. Completed Questionnaire
  • Preview at: https://apply.usastaffing.gov/ViewQuestionnaire/10984712
3. Other supporting documents, such as:
  • College Transcript(s), if qualifying based on education.
    • Unofficial transcripts may be submitted during the application process; however, official transcripts will be required if selected.
  • Veterans' documentation, if applicable (e.g. DD-214 Member Copy 4 or other Member Copy showing type of discharge/character of service, SF-15 Form and related documentation, VA letter, etc.)
  • Career Transition Assistance Program/Interagency Career Transition Assistance Program documentation, if applicable (e.g. Certification of Expected Separation, Reduction-In-Force Separation Notice, or Notice of Proposed Removal; SF-50 that documents the RIF separation action; and most recent performance appraisal.)
  • If you are a current or former Federal employee, submit a copy of your official SF-50 or other official "Notification of Personnel Action" document that shows the following information to verify your eligibility for consideration as a status applicant:
    • your appointment in the competitive or excepted service
    • tenure
    • grade, step and salary
    • highest grade held or full performance level of current or prior position (as applicable).
4. If you are requesting a reasonable accommodation to the USA Hire Competency Based Assessments, submit documentation to support your request, including the Reasonable Accommodation Request Form found here.
( https://help.usastaffing.gov/Apply/index.php?title=Reasonable_Accommodations_for_USA_Hire )
DO NOT SEND YOUR RESUME OR ANY APPLICATION DOCUMENTS TO THE AGENCY CONTACT.

Your latest resume submitted for this position will be used for qualification determinations and supersedes previous submissions.
ELIGIBILITY INFORMATION:

1. Interagency Career Transition Assistance Plan (ICTAP) or Career Transition Assistance Plan (CTAP):
If you are claiming CTAP/ICTAP eligibility, provide a copy of your most recent annual performance appraisal (which must show at least a "fully successful" rating or equivalent), and proof of eligibility, i.e., a RIF separation notice or Certification of Expected Separation, and SF-50 noting current position, grade level, and duty location. In addition to meeting all qualification requirements and selective placement factors (if applicable), CTAP/ICTAP eligibles must meet the Well-Qualified criteria with a score of 85 or above based on the competencies listed above for the position in order to be given priority consideration. Information about CTAP and ICTAP eligibility is also on OPM's Career Transition Resources website at: CTAP/ICTAP http://www.opm.gov/rif/employee_guides/career_transition.asp .
2. If you are a veteran applying under the Veterans Employment Opportunity Act (VEOA) Appointing Authority or for any other Appointment based on your military service, you must submit a copy of your DD-214 copy showing type of discharge/character of service or other proof of creditable service.
3. If you are a male applicant who was born after 12/31/59 and are required to register under the Military Selective Service Act, the Defense Authorization Act of 1986 requires that you be registered or you are not eligible for appointment in this agency.

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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