ADMINISTRATIVE SUPPORT SPECIALIST

Full Job Description

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The primary purpose of this position is: To serve as the principal executive assistant by performing various administrative and clerical duties in support of the Mission Support Group.

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, Administrative and Management Positions.

SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower grade GS-05, or equivalent in other pay systems.

Examples of specialized experience includes working with principles, concepts, and theories of administrative support/management, and the standard practices, methods, and techniques of the occupation sufficient to perform difficult, but well-precedented assignments.

Unsing analysis, evaluation, fact-finding, and investigative techniques in order to gather data, identify significant factors, and recommend a solution from a number of possible alternatives and perform studies and prepare reports, documentation, and correspondence to communicate factual and procedural information clearly.

OR EDUCATION: Have 1 full academic year of graduate education, in a field which demonstrates the knowledge, skills, and abilities necessary to perform the work of the position; or Superior Academic Achievement.

NOTE: You must submit a copy of your college transcripts.

OR COMBINATION OF EXPERIENCE AND EDUCATION: A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%.

NOTE: You must submit a copy of transcripts 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-05 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 extensive rules, procedures, or operations applied to administrative management assignments to perform the procedural and administrative work of the office, such as preparing and editing documents, maintaining files/records, making and preparing travel arrangements, locating, assembling and composing information for various reports, inquiries, and nontechnical correspondence.

2.

Knowledge of office functions to prepare and review correspondence, to screen telephone calls and visitors, to maintain Commander's or Deputy's calendar, and to perform other substantive or administrative work of the organization.

3. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports. 4.

Knowledge of word processing automation software functions to support office operations and produce a variety of textual documents such as letters, reports, memos, and form letters.

Task management tool in respect to working task to include suspense dates. 5. Skill in typing; a qualified typist is required. 6. Ability to communicate effectively, both orally and in writing.

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:

Prepares a wide variety of recurring and nonrecurring personal and executive correspondence, reports, and other documents, and reviews and finalizes correspondence/documents prepared by others in handwritten or electronic drafts obtained from the staff, files and other sources.

Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the Mission Group Commander's or Deputy's signature.

Performs other administrative and clerical work and support of management systems (e.g., workflow, Task Management Tool, etc.) with suspense tracking, in support of the office/organization.

Uses varied and advanced functions of word processing software to create, format, modify, edit, and print a variety of letters, reports, memos, and other textual documents.

Receives telephone calls, greets visitors and ascertains the nature of the calls or visits, screening those that can be handled without Commander's or Deputy's help.

Maintains Commander's and Deputy's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences including those involving staff from outside the immediate office.

Independently notes and follows up on commitments made at meetings and conferences by staff members. Serves as the resident subject matter expert for all mandated administrative support programs.