Administrative Services Assistant (Procurement and Human Resources)
* Duties Help Duties Summary The US Probation Office for the Eastern District of Virginia is accepting applications for the position of Administrative Services Specialist. Learn more about this agency Responsibilities The administrative services specialist performs and coordinates administrative, technical, and professional work related to ensuring that court units are supplied with the materials, equipment, and services required to function optimally, including ensuring compliance with the appropriate guidelines, policies, and approved internal controls. The administrative specialist will serve as backup for the Procurement Manager and will perform some human resources duties. The employee will report to the Human Resources Officer. Key Requirements Specialized experience of at least 1 year is required. Specialized experience is defined as progressively responsible experience with procurement administration rules, practices and principles. Major Duties * Procure supplies, equipment, services, and furnishings from government and non-government sources through new contracts, competitive bids or existing government contracts. Plan and coordinate time and delivery of purchases. * Assess requests for goods and services by ensuring that they are allowable under limitations, restrictions, and policies, as well as determining availability of funds. Review accounting records of each functional allotment and reconcile accounts. Ensure that accounts have funds available for items being purchased. Prepare spreadsheets and maintain databases to track certain expenditures. * Adhere to the Guide to Judiciary Policies and Procedures and Judiciary Procurement Program Procedures on procurement practices. Adhere to the court unit's internal control procedures. * Identify and maintain lists of vendors and sources of supply for goods and services. Review, evaluate, verify, and process invoices and prepare payment requests. Update the inventory listing of property and conduct inventory reconciliations. * Consult with the Procurement Manager, Systems Manager and the Administrative Office of the United States Courts regarding non-standard or complex procurement request and issues. * Research product and services specifications to ensure that good and services meet the needs of the court. * Prepare information based upon which vendors, from both government sources and non-government sources, must submit competitive price quotes for purchase exceeding established thresholds; evaluate quotes to determine the best procurement, complete bid forms, and documents and Procurement files. * Prepare purchase orders in the automated budget system at reorder levels and from requisitions received from unit personnel, and places orders with vendors. * Follow up with vendors on open purchase orders and keep requestors apprised of the status of the orders. * Maintain procurement and/or human resources records, files and reports. * Responds to benefits inquiries on behalf of human resources. * Ensures accurate and timely submission of telework logs. * Assists human resources with the recruiting process. * Serves as back up for human resources and assists in other tasks and activities as needed. Travel Required Occasional travel - For training is required. Supervisory status No Promotion Potential 28 - CL-28. * Job family (Series) 0301 Miscellaneous Administration And Program * Requirements Help Requirements Conditions of Employment * Applicants must be citizens of the United States and have no criminal record. * Tests to determine level of writing skills will be given to all candidates interviewed. * Final candidates will undergo a local background investigation with law enforcement agencies, as well as a check of financial and credit records. * Employees are subject to reinvestigation every 5 years. * Employees of the US Probation Office are required to adhere to the Code of Conduct for Judicial Employees which is available to applicants for review upon request. * Mandatory Direct Deposit participation for payment of salary. * Employees of the US Probation Office are covered by the Court Personnel System and are Excepted Service appointments. Qualifications To qualify for CL-25, applicants must have 1 year of specialized experience -or- completion of the requirements for a bachelor's degree from and accredited college or university. To qualify for CL-27, applicants must have two years of specialized experience -or- completion of the requirements for a bachelor's degree from an accredited college or university and one of the following superior academic achievement requirements: * An overall "B" grade point average equaling 2.90 or better of a possible 4.0; * Standing in the upper third of the class; * "3.5" average or better in the major field of study, such as business or public administration, human resources management, industrial relations, or psychology; * Election to membership in Phi Beta Kappa, Sigma XI, or one of the National Honorary Scholastic Societies meeting the minimum requirements of the Association of College Honor Societies, other than Freshman Honor Societies; or * Completion of one academic year (18 semester or 27 quarter hours) of graduate study in an accredited university in business or public administration, political science, criminal justice, law, or other fields closely related to the subject matter; * Specialized experience is defined as being progressively responsible experience that provided the knowledge of the rules, regulations, practices and principles of procurement administration; and involved the routine use of automated financial systems or other computer-based systems and applications. Education Listed under qualifications.