Administrative Support Assistant (Maintenance)

Employer
USAJobs
Location
Washington, D.C
Posted
May 14, 2021
Closes
May 18, 2021
Hours
Full Time
Duties

Summary

This position is located in the Architect of the Capitol (AOC), Chief of Operations, Superintendent, House Office Buildings, Assistant Superintendent, Tenant Services Division. The selectee serves as Administrative Support Assistant (Maintenance) in one of the various branches of the division and assists with inventory, disposition of supplies, tools and equipment controlled by the branch work site to which assigned. Duties include data collection, scheduling, coordinating and planning work.

Learn more about this agency

Responsibilities

Tour of Duty: 7:30 am - 4:00 pm, Monday through Friday.

This is a career ladder position description. The incumbent performs developmental assignments under closer than normal supervision and assignments become progressively more difficult until the full-performance level is reached.

Major Duties Include:
  • Provides administrative support services in complex supply operations, coordination, inventory control and accountability of tools and material within the branch. Maintains stock at or within prescribed levels.
  • Assists in preparing procedures for annual inventories, participates in inventory process and conducts inquiries to determine causes of inventory discrepancies by checking all property records (e.g., purchase orders, surveys, transfers and other available sources).
  • Compiles information necessary for consideration in survey actions relating to loss, damage or destruction of Government-owned property.
  • Monitors status of purchase requests. Contacts customers, supply organizations, transportation units and others to obtain material status information, follows-up on urgently required items and expedites delivery of materials to work sites. Identifies requirements and requisitions, issues or distributes office and administrative supplies, forms, publications or other printed material.
  • Receives materials and supplies, stores and monitors the receipt of supplies, parts, tools and materials purchased. Ensures that all requests for maintenance, tools and parts needed are properly handled.
  • Maintains database of part numbers for supplies. Performs periodic audits of inventory. Maintains an inventory of supplies and materials based on usage rates.
  • Conducts physical inventories and makes adjustments to and/or maintains inventory and stock account records. Initiates, prepares, edits and processes requisitions for stock replenishments. Assists in the completion of the annual physical inventory, property disposal and surveys.
  • Processes demand work orders for building services for Members of Congress, their staffs and others. Services include, but are not limited to, requests for carpentry, sheet metal, paint, masonry, letter requests, transition support, renovations and changes to office layouts.
  • Collects and organizes daily time and attendance records from remote work sites. Reviews time and attendance reports from supervisors for accuracy and completeness. Corrects and enters data from timesheets and other required documentation into computerized time and attendance database. Keeps track of alternate work schedules and ensures participation is in compliance with agency policies. Monitors leave usage. Responsible for time and attendance reporting, prepares time and attendance reports for other office personnel as directed.
  • Monitors the day-to-day activities in the weekly schedule. Dispatches technicians as required to schedule demand work orders. Monitors the work load. Ensures material and equipment are available for scheduled work. Maintains a database of projects performed by the branch.
  • Receives visitors and incoming phone calls. Responds to inquiries or directs the caller to an appropriate resource.
  • Assists supervisors and injured employees in completing and signing forms for medical treatment. Maintains contact with injured or ill employees with supervisors' assistance. Coordinates controversial injury claims with supervisors and Employee Services and Benefits Branch. Ensures timeliness of forms. Notifies Safety Officers of all injuries and accidents.
  • Responsible for customer service, using tact, diplomacy and patience when communicating and dealing with others, e.g., co-workers, managers, supervisors and internal/external customers.
  • Provides hands on support of trades workers, including worksite delivery of tools, equipment, materials, parts and supplies needed. Coordinates with others to secure these products.
  • Drafts correspondence on own initiative or at the direction of the supervisor in response to inquiries of a general nature concerning the status of projects or programs of the office or the specific activities of the office.
  • Assembles and organizes facts, data and information on programs as background for meetings, hearings, briefings and reports. Systematically organizes information into tables and charts useful for analytical and management purposes. Assists in providing logistical support for briefings of individuals and organizations.
  • Responsible for performing tasks related to word processing for the office, including preparing, assembling and proofreading correspondence, reports and manuscripts in a manner consistent with established formats and guidelines.
  • The selectee is responsible for utilizing a thorough knowledge of and compliance with applicable AOC and Occupational Safety and Health Administration (OSHA) safety rules and regulations to ensure that work progresses in a safe manner and to initiate or take corrective action on unsafe conditions in managed areas.


Travel Required

Not required

Supervisory status
No

Promotion Potential
07

Requirements

Conditions of Employment

  • You must be a U.S. Citizen.
  • Your resume and question responses must demonstrate the job-related KSAs.
  • 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 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-06 grade level must have at least 52 weeks of specialized experience equivalent to the next lower (GS-05) grade level in the Federal service.

Specialized experience is defined as: (1) Experience providing a variety of services to the occupants of commercial buildings including supporting the daily operations of the buildings; (2) Experience tracking and maintaining supply and equipment levels and/or conducting and maintaining inventories; (3) Experience in processing and coding timesheets using an automated system, verifying time and attendance, and/or maintaining documentation regarding leave and pay; (4) Experience receiving and screening telephone calls relative to activities of an office; and/or (5) Experience initiating and routing work orders using an automated system and tracking status of service requests.

Education

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. Time and Attendance

5. Supply and Inventory

6. Oral and Written 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

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

Trust determination process
Suitability/Fitness

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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