Administrative Support Specialist

Full Job Description

About the Position: Serve as an Administrative Support Specialist for the USACE Portland District, Executive Office.

The Portland District operates locks, dams, and hydropower facilities along the Columbia River and Willamette Valley, while prioritizing environmental protection, fish and wildlife conservation, and recreational opportunities, while delivering reliable engineering services aiming to support economic development, environmental stewardship, and disaster response.

Who May Apply: Only applicants who meet one of the employment authority categories below are eligible to apply for this job.

You will be asked to identify which category or categories you meet, and to provide documents which prove you meet the category or categories you selected.

See Proof of Eligibility for an extensive list of document requirements for all employment authorities. Current U.S. Army Corps of Engineers employees with competitive status.

Current Civilian Employees of the Command Domestic Defense Industrial Base/Major Range and Test Facilities Base Civilian Personnel Workforce Interagency Career Transition Assistance Plan Land Management Workforce Flexibility Act Military Spouses, under Executive Order (E.O.) 13473 Priority Placement Program, DoD Military Reserve (MR) and National Guard (NG) Technician Eligible Priority Placement Program, DoD Military Spouse Preference (MSP) Eligible Priority Placement Program, DoD MR and NG Preference Eligible Tech Receiving Disability Retirement Priority Placement Program, DoD Retained Grade Preference Eligible Veterans Employment Opportunity Act (VEOA) of 1998 In order to qualify, you must meet the education and/or experience requirements described below.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student; social).

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

Your resume must clearly describe your relevant experience; if qualifying based on education, your transcripts will be required as part of your application.

Additional information about transcripts is in this document.

Specialized Experience: One year of specialized experience which includes 1.) managing an executive calendar for executive staff ensuring there are no scheduling conflicts, with authority to cancel and reschedule meetings based on the priorities and needs of the organization; 2.) performing various administrative functions in support of office staff such as coordinating travel, preparing travel vouchers, inputting time and attendance, and managing internal and external correspondence; 3.) Coordinating meetings and special events for high level staff and/or large organization; and 4.) overseeing administrative procedures, work processes, and standard operating procedures in support of day-to-day office operations.

This definition of specialized experience is typical of work performed at the second lower grade/level position in the federal service (GS-07).

OR Education: Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree in a field which demonstrates the knowledge, skills, and abilities necessary to do the work of the position, such as: Business Administration, Financial Management, Human Resources Management.

(Note: You must attach a copy of your transcripts.) OR Combination of Education and Experience: 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%.

To compute the percentage of the requirements, divide your total months of experience by 12.

Then divide the total number of completed graduate semester hours (or equivalent) beyond the first year (total graduate semester hours minus 18) by 18. Add the two percentages.

Time in Grade Requirement GS-09: Applicants who have held a General Schedule (GS) position within the last 52 weeks must have 52 weeks of Federal service at the next lower grade or equivalent (GS-07).

Major Duties:

• Provide analytical support and administrative assistance to the District Commander, Deputy Commander, Chief of Staff, and Executive Assistant.
• Perform general administrative services for the Commander, Deputy Commander, Chief of Staff, Executive Officer, and all support offices directly under the Executive Office authority.
• Research and develop data for administrative procedures and makes recommendations to gain efficiencies in management of the Executive Office and staff offices.
• Make recommendations on administrative functions of District headquarters to ensure consistency of executive level goals for correspondence, staffing policies, and staff actions.
• Provide a full range of administrative support to the Commanding Officer, Deputy, and executive office staff to include receiving visitors, answering telephone calls, maintaining office calendar, coordinating travel, preparing correspondence, etc.