Administrative Support Assistant

Rockville, Maryland
Nov 30, 2021
Dec 02, 2021
Full Time

    Correspondence Management: Receive and route incoming and outgoing materials such as controlled or routine correspondence, reports, memoranda, and other forms of written communication. Track controlled correspondence. Office Automation: Perform office automation duties to prepare documents such as correspondence, forms, and reports which can include technical material, graphs, and charts. Enter information into established databases and similar systems which track various administrative activities of the organization. Calendar & Meeting Management: Keep the appointment and meeting schedule for the Branch Chief, Loan Repayment Group and, those of other senior staff members as directed. Serve as point-of-contact for scheduling meetings for conference rooms. Schedule appointments, coordinates meetings, and/or schedules conferences. Attend meetings, prepares meeting minutes, and follows up on action items with appropriate staff members. Serve as Point of Contact for the Organizational Unit: Receive calls and visitors from within and outside the immediate organizational unit. Respond to general inquiries and answers procedural questions about the organization and common work practices or policies. Conduct Office Business: Perform a wide variety of administrative tasks associated with maintaining and supporting the work of the organization. The work may include purchasing supplies and equipment utilizing prescribed purchasing guidelines and procedures; establishing and maintaining filing systems; timekeeping functions and preparing and processing documents associated with the travel and timekeeping of the staff.


Conditions of Employment

Must pass pre-employment examination.
Selectee may be subject to a probationary/trial period
ESEP appointees typically serve a two year trial period
U.S. Citizenship is required
Selective Service Registration is required for males born after 12/31/1959
COVID-19 vaccination is required for all selectees prior to entrance on duty.
You will need to set up direct deposit so we can pay you.

Successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit .

Background Investigation: If you are selected for this vacancy, you must undergo a pre-employment fingerprint check and background investigation. Fingerprint results and background investigation documentation must be cleared prior to hire. After you begin your employment, your continued employment is contingent upon the outcome of a complete background investigation as determined by the sensitivity level of your position. The investigation must find that you are suitable for Federal employment in your position. If you are found not suitable, you will be terminated after you begin work. If you make a false statement in any part of your application, you may not be hired; you may be fired after you begin work; or subject to possible criminal charges. You may be subject to a credit check as a part of the background investigation process.


To qualify for this position, your resume must state sufficient experience and/or education, to perform the duties of the specific position for which you are applying.

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; social). You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.


In addition to the Basic Requirements, you must also meet the Minimum Qualifications stated below.

Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the next lower grade level in the Federal service obtained in either the private or public sector performing the following type of work and/or tasks:

GS-05: Basic experience working in an office environment where both the incumbent and the office have multiple responsibilities, deadlines and commitments. Setting up meetings and conferences, arranging official government travel documents in a timely manner, preparing confidential correspondence and reports, and to prepares office and budget related projects. Providing clear, concise, and effective responses to routine inquiries for information, etc., and/or answering questions on basic knowledge of an office or program.

GS-06: Experience in an office environment handling multiple responsibilities, deadline and commitments. Apply routine and non-routine administrative support activities utilizing procedures, regulations and guidelines. Arrange meetings, conferences, travel and reservations and prepares routine standard and non-routine reports, presentation material, technical agendas and meeting communications and correspondences. Utilize word processing software and computer system applications to perform technical assignments, requests, communications and correspondences.

Time In Grade
Federal employees in the competitive service are also subject to the Time-In-Grade Requirements: Merit Promotion (status) candidates must have completed one year of service at the next lower grade level. Time-In-Grade provisions do not apply under the Excepted Service Examining Plan (ESEP).

You must meet all qualification requirements within 30 days of the closing date of the announcement.


There are no education requirements; however, if you are using education as a qualifier, you are strongly encouraged to submit a copy of your transcripts or a list of your courses including titles, credit hours completed, and grades. Unofficial transcripts will be accepted in the application package. Official transcripts will be required from all selectees prior to receiving an official offer.

Only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education may be credited. Applicants can verify accreditation at the following website: .

If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit .

Additional information

Per IHS policy ( SGM 21-04 ) and E.O. 14043 , IHS selectees must be fully vaccinated for COVID-19 before entry on duty or have IHS approve a medical or religious exemption. If an exemption is approved then wearing a face mask is required. Regular testing for COVID-19 will be required for staff located in federally operated hospitals, health centers, and clinics. Your Human Resources Specialist will provide a list of documents acceptable as vaccination proof and instructions for submitting a request for a legally required exception, if needed.

Due to COVID-19, the agency is currently in a maximum telework posture. If selected, you may be expected to telework upon your appointment. As employees are permitted to return to the office, you may be required to report to the duty station listed on this announcement within 30 calendar days of receiving notice to do so, even if your home/temporary telework site is located outside the local commuting area. Your position may be eligible for workplace flexibilities which may include remote work or telework options, and/or flexible work scheduling. These flexibilities may be requested in accordance with the HHS Workplace Flexibilities policy.

Additional selection(s) of candidates may be possible within 240 days from the date the certificate of eligibles was issued for this announcement.

Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. IHS may offer newly-appointed Federal employees credit for their directly related previous non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave.

This position is covered by a Bargaining Unit.

This position has promotion potential to the GS-08 grade level. Promotion to the next grade level is at management's discretion and is based on your demonstrated ability to perform the higher level duties, the continuing need for the higher level duties, and "Regulatory/Administrative" approval. Promotion to the next higher grade level is not guaranteed and no promise of promotion is implied.