This position is located in the Architect of the Capitol (AOC), Office of the Chief of Operations, Capitol Grounds and Arboretum (CGA). The Administrative Specialist performs a variety of support duties including office management, human resources, training and travel and resource management.
You 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 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, 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-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-07 level in the federal service. Examples of qualifying experience include the following types of tasks performed on a regular and recurring basis: Performing administrative activities such as office services, telephones, and arranging of travel and hotel accommodations. Drafting, editing and reviewing various types of written correspondence and documents for department communications. Reviewing, analyzing and recommending new and revised administrative policies, procedures and/or programs for efficiency. Tracking various types of information to provide status updates and ensure deadlines/due dates are met OR Have a Master's or equivalent graduate degree or at least 2 full years of progressively higher level graduate education leading to such a degree. To be qualifying, the higher-level graduate education must be in a major field of study with course work directly related to the work of this position. OR; Have an equivalent combination of the above specialized experience AND higher level graduate education that meets 100% of the qualification requirements for this position.
Duties quoted at GS-11 level; candidate will have non-competitive promotion potential to the GS-11. Administrative Management Performs high level office and administrative duties including skilled and confidential support to the Business Operations Manager and Director. Provides support and participates in the development of business and operational plans. Conducts tactical and long-range planning, resource determination, scheduling, project management and evaluation and coordination of different programs, including preparation of reports, presentations, and analyzing statistical reports and Dashboard metrics. Evaluates office processes consisting of numerous functions at varying levels of difficulty; recommends changes in office policy to management or takes the initiative to make improvements to those processes, ensuring the stability of overall operations. Reviews reports for grammar, format and conformance with AOC correspondence policies, style and grammar. Serves as the Records Management and Personally Identifiable Information Liaison (RML) for the CGA jurisdiction. Coordinates and oversees records -management functions. Coordinates and overseas PII functions. Serves as the primary payroll coordinator, assisting employees and supervisors with any issues and liaising with the payroll office. Provides management with different bi-weekly, and monthly reports or summaries for payroll programs, cost, and trends. Human Resource Management Serves as a point of contact within the CGA to provide support to managers, supervisors and employees on the full range of HCMD policies, programs, processes, procedures. Coordinates all recruitment and promotion actions with different HCMD staff. Supports supervisors and managers with recruitment actions when needed. Serves as a resource to employees in the administration of benefits and acts as a liaison to relevant offices in HCMD to ensure that employees receive information and timely support related to their benefits and associated questions. Provides information to employees concerning basic issues such as leave policies, procedures for obtaining maternity leave, practices in connection with court leave, or compiling data on sick leave usage. Generates, tracks, summarizes and analyzes data related to human capital management to aid CGA leadership in monitoring performance and progress against established CGA priority objectives. Validates employee data metrics. Training and Travel Program Management Manages all training and travel actions, planning and forecasting training requirements, needs and cost for a wide range of training for the CGA. Identifies, procures and processes training requests and improves the process. Manages a full range of local and long-distance travel at the CGA, serving as primary point of contact for all CGA travelers and supporting them through initiation of travel, generation of supporting documents and submission of vouchers. Tracks travel expenditures, monitors availability of funds and analyzes data in support of management objectives. Ensure that all travel is conducted in compliance with applicable Federal regulations and AOC policies. Procures all training and travel actions through a variety of purchasing methods and procedures. Performs all phases of procurement from receipt of purchase request through final delivery. Reconciles credit card accounts monthly and resolves problems to balance accounts. Resource Management Provides critical feedback and develops recommendations to resolve complex organizational problems. Supports development and implementation of organizational policies and procedures across the CGA divisions. Manages jurisdictional SharePoint site. Also, prepares, reviews, analyzes and maintains different records and reports through Microsoft Office systems, Dashboard and Financial Management System (FMS) sites to track the project status and funding levels. Prepares and briefs the status of projects. Advises management and staff in the interpretation and application of administrative procedures. Drafts correspondence, recommendations, reports, and memoranda related to management and administrative programs and issues. Provides advice and guidance to managers and employees on questions and situations related to the administrative services provided. Manages and coordinates different programs such as staff and contractor ID cards. Utilize knowledge of and comply with applicable Occupational Safety and Health Administration (OSHA), Office of Congressional Workplace Rights, and AOC rules and regulations to ensure that work progresses in a safe manner. Provides or receives training, either on-the-job or through classroom training, to ensure that all safety practices and equipment are fully utilized. Uses required Personal Protective Equipment (PPE) as appropriate. Performs other related duties as assigned. * Associates Degree or 2 years of college (60 semester credits) are desired but not required.*