This position is located in Architect of the Capitol (AOC), Office of the Chief Security Officer (OCSO), Assistant Director, Administrative Services Division. The Administrative Support Assistant assists the Chief Security Officer, Deputy Directors, Assistant Directors and staff in the daily administrative operations of the office by performing a variety of administrative, clerical and technical support tasks that facilitate Office and security operations.
ou must meet the United States Office of Personnel Management's (OPM) qualification requirements (including specialized experience and/or educational 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 the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position and is typically in or related to the work of the position to be filled. To be creditable, an applicant's one full year (52 weeks) of specialized experience must demonstrate the knowledge, skills, and abilities necessary for successful job performance. To qualify at the GS-08 level, your resume must clearly demonstrate that you have one full year (52 weeks) of specialized experience comparable in difficulty and responsibility to at least the GS-12 level in the federal service. Examples of qualifying experience include the following types of tasks performed on a regular and recurring basis: (1)Supporting organization leadership in a confidential environment to include calendar management and scheduling, making travel arrangements, and organizing events; (2) Using Microsoft Office suite and other software programs to support administrative activities; (3) Providing customer service in person, by phone and in writing; and (4) Processing timesheets using an automated system. To qualify at the GS-09 level, your resume must clearly demonstrate that you have one full year (52 weeks) of specialized experience comparable in difficulty and responsibility to at least the GS-12 level in the federal service. Examples of qualifying experience include the following types of tasks performed on a regular and recurring basis: (1)Supporting organization leadership in a confidential environment to include calendar management and scheduling, making travel arrangements, and organizing events; (2) Using Microsoft Office suite and other software programs to support and manage administrative activities to include drafting, reviewing, and editing documents, spreadsheets, and presentations. (3) Updating and maintaining an automated records management system; and (4) Processing timesheets and reviewing leave discrepancies using WebTA within a large scale federal organizations.
The Administrative Support Assistant (ASA) performs a variety of administrative, clerical and technical support to facilitate the workflow of the Office of Chief Security Officer. Responsible for receiving and logging AOC contractor and personnel ID badge requests into a Microsoft Excel spreadsheet. Processes and delivers AOC Badge applications to US Capitol Police and ID Badge Office. Processes badge de-activations upon separations. Initiates purchase orders for small purchases with approved vendors. Uses FMS to set-up procurements and modifications. Prepares correspondence management record (CMR) and OCSO internal coordination management forms to control correspondence routing. Initiates actions in EmpowHR for position action requests (PAR) requests involving hiring, promotions, extensions, awards, etc. Creates and distributes position certifications on Monster.com. Receives visitors and incoming telephone calls. Responds to inquiries or directs the caller to an appropriate resource. Uses advanced functions of a wide range of office automation software to perform such tasks as preparation of reports and briefing documents, maintenance of fiscal records and tracking the status of a number of important projects assigned to the office. Updates, revises, sorts, calculates and manipulates data in spreadsheets and databases to meet multiple reports formats and produce standard reports. Processes requests for identification cards and security clearances. Takes appropriate action to obtain office equipment and replacement of office supplies. Evaluates office procedures consisting of numerous functions at varying levels of difficulty. The ASA recommends changes in office policy to management or takes initiative to execute improvements to those processes, ensuring the stability of overall operations. Provides input in matters concerning internal administrative issues and is responsible to follow up on commitments made in related meetings to ensure that pending issues are addressed by the appropriate personnel. Serves as timekeeper for all Web/TA time and attendance reporting for the OCSO. Provides assistance to supervisors regarding Family and Medical Leave Act (FMLA) information. Serves as travel coordinator and transit benefit coordinator for all OCSO staff. Performs tasks in support of OCSO staff parking requests. Runs monthly budget information reports and provides data to the supervisor who uses it for analysis and preparation of budget status reports. Develops forms, spreadsheets (e.g., CMRs, budget data, project projections) and other record keeping or tracking instruments (including proof of receipt) to improve efficiency, security and control of documents, correspondence or other information. Coordinates the purchase of equipment and supplies for the organization by ascertaining the needs of subordinate offices and consolidating their requests into a single request for the organization as a whole. Acquires equipment and services through standard procedures for procuring, authorizing, controlling and justifying the purchases. Performs other related duties as assigned. The incumbent is responsible for utilizing a thorough knowledge of and compliance with applicable AOC and 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. Provides or receives training, either on the job or through classroom training, to ensure that required Personal Protective Equipment (PPE) is utilized.