ADMINISTRATIVE SUPPORT ASSISTANT (OA)

Full Job Description

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The primary purpose of this position is to serve as the primary point of contact for Administrative and Executive Services to the Division Chief for administrative and clerical support programs to include but not limited to task management, Defense Travel System (DTS), and Government Purchase Card (GPC) on behalf of the division and more.

In order to qualify, you must meet the specialized experience requirements described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Positions, Clerical and Administrative Support Positions.

SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower grade GS-06, or equivalent in other pay systems.

Examples of specialized experience includes a knowledge of and ability to apply an extensive body of management and/or program analysis technical rules, guidelines, instructions, and data gathering methods to a wide range of situations in evaluating administrative operations; managing administrative programs and processes; developing and implementing procedures to track program status and maintain program health; preparing orders for a variety of actions, providing training and guidance in the preparation and publication of orders; analyzing plans and procedures, identifying weaknesses and resolving technical problems by recommending alternate approaches in order to work around obstacles; using various information systems and associated programs to research and compile data, prepare milestone charts and metrics, update databases; interpret higher headquarters policies and directives to make appropriate applications; performing other clerical and administrative work in support of the office/organization.

FEDERAL TIME-IN-GRADE (TIG) REQUIREMENT FOR GENERAL SCHEDULE (GS) POSITIONS: Merit promotion applicants must meet applicable time-in-grade requirements to be considered eligible.

One year at the GS-06 level is required to meet the time-in-grade requirements for the GS-07 level. TIG applies if you are in a current GS position or held a GS position within the previous 52 weeks.

NOTE: Applicants applying as VEOA candidates who are current GS civil service employees or are prior GS civil service employees within the past 52 weeks must also meet time-in-grade requirements.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs): Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities and/or competencies in the following areas: 1.

Knowledge of the organizational and functional responsibilities and operations of an organization. 2.

Knowledge of extensive rules, procedures, operations, functions, and commitments applied to secretarial and clerical assignments to perform the procedural and administrative work of the office, such as the utilization of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports, screening calls and visitors, maintaining supervisor's calendar, preparing, reviewing and editing documents, locating and assembling information for various reports, maintaining files/records, and making and preparing travel arrangements.

3.

Knowledge of various office automation software programs, tools, and techniques to support office operations and produce a variety of documents such as letters, reports, spreadsheets, databases, and graphs.

4. Knowledge of, and the ability to successfully apply standard protocol courtesies to be accorded to distinguished visitors primarily from the United States and within the Department of Defense. 5.

The ability to gather, analyze and present facts, communicate effectively, both orally (to include in front of large inspection teams) and in senior executive-level writing (to include typing proficiency), using tact and courtesy and possess the ability to plan, organize work, and meet deadlines PART-TIME OR UNPAID EXPERIENCE: Credit will be given for appropriate unpaid and or part-time work.

You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

VOLUNTEER WORK EXPERIENCE: Refers to paid and unpaid experience, including volunteer work done through National Service Programs (i.e., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student and social).

Volunteer work helps build critical competencies, knowledge and skills that can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Major Duties:

Directly assists the Division Chief in the management of all administrative support program functions.

Directs administrative requirements and coordinates logistical support for MAJCOM traveling inspection teams.

Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents and reviews and finalizes correspondence/documents prepared by others in handwritten or electronic drafts.

Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives.

Maintains supervisor's calendar, coordinates meeting arrangements, schedules meetings and/or conferences, receives telephone calls, and greets visitors.

Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets.