Office Support Assistant

U.S. Federal Government - Silver Spring, MD

Full-time
Duties
Summary

The incumbent:
Collects and consolidates information, enters it into automated systems, and retrieves information from a variety of systems and sources;
Receives and reviews regulations, directives and memoranda and interprets such material to determine the extent to which EAC is affected; and
Participates with the supervisor in the development of EAC guidance by researching regulations and recommending new policies, procedures, and/or changes.

Responsibilities

Major Duties:
Creates EAC authorizations, vouchers and local vouchers. Maintains various automated databases for travel orders and vouchers. Prepares, updates, and tracks travel actions. Applies knowledge of the federal travel regulations concerning per diem, lodging, airline reservations and authorized expenditures.
Assists supervisor in the development of budget estimates based upon the requirements of the office. Reviews annual budget requests for travel to ensure that funds are available. Reviews and updates status reports for consideration of estimated travel budget requirements for the current year.
Serves as the primary time and attendance keeper for EAC. Inputs work schedules and time cards in the timekeeping database on a bi-weekly basis. If an employee is absent from work, the timekeeper will coordinate with the supervisor to enter the correct payroll data for employee time cards. Provides advice to employees regarding the appropriate completion of time cards and required submission of documentation when necessary. Notifies supervisor and employees of required time card adjustments to correct identified errors. Retrieves missing time reports each pay period to ensure all employees' time are certified within the suspense date and ready for submission to the General Services Administration (GSA) for payroll processing.
Serves as the primary purchasing card holder for EAC's Government Purchase Card (GPC) credit card. Responsible for purchasing and controlling supplies, furniture, business cards, training and other items for EAC. Follows up on paperwork to ensure documents are properly approved and certified. Ensures Purchase Requests (PRs), approvals, and commitments are in place before ordering merchandise or services. Maintains transaction register, approves purchase amounts when account is charged, and contacts vendors to expedite charges that have not been in a timely manner.
Travel Required
Not required

Supervisory status
No

Promotion Potential
None

Job family (Series)
0303 Miscellaneous Clerk And Assistant

Similar jobs
Assistants, Office
Office Assistants
Requirements

Requirements
Conditions of Employment

Major Duties, continued:
Maintains all appropriate documentation regarding credit card purchases and provides required supporting documents for receipts, invoices, quotes and log sheets for annual audit purposes.
Provides support to EAC's General Counsel office on administrative programs such as Freedom of Information Act (FOIA), Federal Advisory Committee Act (FACA), and records management. Communicates with the National Archives and Records Administration (NARA) as necessary to accomplish records management responsibilities.
Receives visitors and phone calls. Personally provides information requested or directs the customer to an appropriate staff member for attention or further action.
Composes routine, administrative correspondence for EAC. Uses a variety of software programs (e.g., Microsoft Office) to: produce a variety of material that is self-initiated or from oral instructions; prepare spreadsheets or presentations; and manage calendars.
Receives, sorts, and distributes daily incoming mail to appropriate personnel. Handles classified and sensitive material whenever necessary. Ensures outgoing mail is labeled and handled appropriately, using UPS as the exclusive courier.
Provides back up support to the supervisor on a variety of initiatives such as: assists with planning training events; benefits administration (e.g., open seasons); employee orientation; work/life balance efforts; distribution of information regarding human resources programs; posting of job announcements; and employee exit interviews. Ensures confidentiality, as appropriate, due to the sensitive nature of some assignments.
Qualifications
Basic knowledge of the methods and procedures, mission requirements, goals and objectives, regulations, pertinent laws, policies and precedents which govern the administrative operations of the EAC.
Skill in operating a personal computer and related peripheral equipment (e.g., printers, copiers and fax equipment).
Knowledge of capabilities and limitations of various software packages (e.g., Microsoft Windows, Calendar, Microsoft Word, Access database management, PowerPoint and Microsoft Excel) to create and revise a wide range of documents, automated records, databases, and slides.
Knowledge of grammar, spelling punctuation and required formats and skills utilized in the preparation and distribution of correspondence.
Knowledge of procedures, policies, and regulations pertaining to federal travel regulations. Experience at reviewing and completing travel documentation to ensure travel entitlements and payments are proper and correct as prescribed in travel regulations.
Knowledge of timekeeping regulations, policies, and procedures.
Knowledge of procedures, policies, and regulations pertaining to the control and issuance of Government Purchase Cards (GPC) and Purchase Requests (PR).
Basic mathematic skills to assist with the budget estimates, obligations and expenditures, as well as the identification of over-or-under-obligation of funds.
Education
Additional information
You must submit all required information by the closing date. If materials are not received, your application will be evaluated solely on the information available and you may not receive full consideration or may not be considered eligible. The materials you send with your application will not be returned.

Send only those materials needed to evaluate your application.

If you use public transportation, part of your transportation costs may be subsidized. Our human resources office can provide additional information on how this program operates.

How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.

Once the application process is complete, a review of your resume/application will be made to ensure you meet the qualifications and job requirements for this position. Please follow all instructions carefully. Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities, and/or competencies:

Basic knowledge of the methods and procedures, mission requirements, goals and objectives, regulations, pertinent laws, policies and precedents which govern the administrative operations of the EAC.
Skill in operating a personal computer and related peripheral equipment (e.g., printers, copiers and fax equipment).
Knowledge of capabilities and limitations of various software packages (e.g., Microsoft Windows, Calendar, Microsoft Word, Access database management, PowerPoint and Microsoft Excel) to create and revise a wide range of documents, automated records, databases, and slides.
Knowledge of grammar, spelling punctuation and required formats and skills utilized in the preparation and distribution of correspondence.
Knowledge of procedures, policies, and regulations pertaining to federal travel regulations. Experience at reviewing and completing travel documentation to ensure travel entitlements and payments are proper and correct as prescribed in travel regulations.
Knowledge of timekeeping regulations, policies, and procedures.
Knowledge of procedures, policies, and regulations pertaining to the control and issuance of Government Purchase Cards (GPC) and Purchase Requests (PR).
Basic mathematic skills to assist with the budget estimates, obligations and expenditures, as well as the identification of over-or-under-obligation of funds.

Background checks and security clearance
Security clearance
Other

Drug test required
No

Required Documents

Required Documents
Required documents include a resume and the supporting documents as described in the "How to Apply Instructions" section of this announcement.

If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

Benefits

Benefits
Review our benefits