Adminstrative Services Assistant (Office Automation)

US Department of Justice - San Jose, CA4.2

Full-time | Part-time
Save
Duties
Summary

Incumbent performs clerical duties in support of the administrative functions of the office, performs as the primary receptionist, records management assistant duties, docketing duties, and support services duties. The duties include the initiation of prompt and accurate responses to all emergency and contingency events which directly impact the safety and security of office personnel.

This position is also being announced to All U.S. Citizens and Nationals under 19-NDCA-10421713-DE.

Responsibilities

At full performance level - Incumbent duties include:
The incumbent is responsible for greeting and directing all visitors, screening telephone calls, and taking messages.
The incumbent is responsible for the receipt and dissemination of mail and media (facsimiles, hand-delivered mail, packages, FedEx, supplies, etc.).
Makes trouble calls to lessor or GSA for District personnel regarding malfunctioning of the heating, ventilation, and air conditioning system.
Receives incoming shipments of supplies, books, etc., and maintains logs of current inventories.
Conducts inventories of supplies to ascertain stock and reorder levels for the branch.
Based on a knowledge of legal processes involved, and after review of the database and in consultation with the assigned AUSA, determines when a case may be closed out of the system.
Reviews case files to ensure that all information in the automated system is accurate, and completes the file as necessary

Responsibilities will increase and assignments will become more complex as your training and experience progress.

Travel Required
Occasional travel - You may be expected to travel for this position.

Supervisory status
No

Promotion Potential
7

Job family (Series)
0303 Miscellaneous Clerk And Assistant

Similar jobs
Assistants, Office
Office Assistants
Requirements

Requirements
Conditions of Employment
You must be a U.S. Citizen or National
Background investigation, credit check, and drug test required
You must be registered for Selective Service, if applicable
If selected, you may be required to complete a one year probationary period.
You must meet all qualification requirements within 30 days after the closing date of this announcement and before placement in the position.
Qualifications
GS-5: To be eligible at the GS-5 level, you must have: at least one year of specialized experience equivalent to the GS-4 level; or four years of education above the high school level; or a combination of both specialized experience and education as explained below.
Specialized experience is defined as working in an office environment responsible for processing incoming, outgoing and intra-office mail; inputting data with the use of software programs; serving as a receptionist (answering telephones; taking messages); ordering and inventory of office supplies; providing customer service; using automated office systems to manage data including but not limited to receiving data and retrieving data; reviewing documents for accuracy and completeness.
Combining Education and Experience: Successfully completed post-high school education may be used to meet the total one year of specialized experience requirement equivalent to the GS-4 grade level. Only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience.
GS-6: To be eligible at the GS-6 level, you must meet at least full year of specialized experience equivalent to the GS-5 level.
Specialized experience is defined as working in an office environment responsible for processing mail; tracking postage expenses and supplies; docketing and filing; constructing and managing files and data logs; serving as an office receptionist; providing customer service; significant experience using automated office systems to manage data including but not limited to receiving data and retrieving data; reviewing documents for accuracy and completeness; providing customer service (providing information, answering phones, receiving and relaying messages); using automated time and attendance software; experience with databases or financial management system; maintaining records on property, supplies, and office furniture; and property disposal. Knowledge of legal terminology.

GS-7: To be eligible at the GS-7 level, you must have at least one year of specialized experience equivalent to the GS-6 level.
Specialized experience equivalent to the GS-06 level in the Federal service. Specialized experience is defined as working in an office environment; filing and docketing processes; responsibility for all mail /media processes including postage equipment and supplies; receptionist duties; experience with databases and financial software systems; automated inventory systems; monitoring, controlling and accounting for assets, issuing/maintain hand receipt for accountable/controlled personal property; ensures the secure shipment of sensitive information, implements and enforces access controls, including monitoring building entry, support duties of emergency preparedness, and receives and distributes supplies; ordering office supplies and office furniture; disposal of inventories and customer service. Knowledge of specialized terminology to transcribe reports, legal proceedings, or similar material from voice tapes or handwritten draft. -Knowledge to use legal application software for research.
To be qualified, you must type at least 40 words per minute based on a 5 minute sample with three or fewer errors. (A typing test may later be required.)
Interagency Career Transition Assistance Plan (ICTAP)- The ICTAP provides eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. If your agency has notified you in writing that you are a displaced employee eligible for ICTAP consideration, you may receive selection priority if: 1) this vacancy is within your ICTAP eligibility; 2) you apply under the instructions in the announcement; and 3) you are found well-qualified for this vacancy. To be well-qualified, you must satisfy all qualification requirements for the vacant position and receive a score of 85 or better on established ranking criteria. You must provide proof of eligibility to receive selection priority. Such proof may include a copy of your written notification of ICTAP eligibility or a copy of your separation personnel action form. Additional information about ICTAP eligibility is at: http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
Career Transition Assistance Plan (CTAP)-The CTAP provides eligible surplus and displaced competitive service employees in the Department of Justice with selection priority over other candidates for competitive service vacancies. If your Department of Justice component has notified you in writing that you are a surplus or displaced employee eligible for CTAP consideration, you may receive selection priority if: 1) this vacancy is within your CTAP eligibility, 2) you apply under the instructions in this announcement, and 3) you are found well-qualified for this vacancy. To be well qualified, you must satisfy all qualification requirements for the vacant position and receive a score of 85 or better on established ranking criteria. You must provide a copy of your written notification of CTAP eligibility with your application. Additional information about CTAP eligibility is at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
Education

All academic degrees and coursework must be completed at a college or university that has obtained accreditation or pre-accreditation status from an accrediting body recognized by the U.S. Department of Education. For a list of schools that meet this criteria, see http://www.ed.gov
OR
Education completed in foreign colleges or universities may be used to meet the above education requirements if you can show that the foreign education is comparable to that received in an accredited educational institution in the United States. It is your responsibility to timely provide such evidence by submitting proof of creditability of education as evaluated by a credentialing agency with your application materials. More information may be found at http://www2.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html . All documentation must be in English or include an English translation.

Additional information
):

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

Your complete application package (resume/supporting documentation, online questionnaire, and USA Hire Competency Based Assessment) will be used to determine whether you meet the job qualifications listed on this announcement. If you are basically qualified for this job, your resume and supporting documentation will be compared to your responses on the online questionnaire. If you rate yourself higher than is supported by your application materials, your responses may be adjusted and/or you may be excluded from consideration for this job. If you are found to be among the top candidates, you will be referred to the selecting official for employment consideration.

You will be rated on the following Competencies (see The Delegated Examining Operations Handbook, Appendix F for definitions):
Accountability, Attention to Detail, Customer Service, Flexibility, Integrity/Honesty, Interpersonal Skills, Learning, Self-Management, Stress Tolerance, and Teamwork

In order to be considered for this position, you must complete all required steps in the process. In addition to the application and application questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.

The assessment includes a cut score based on the minimum level of required proficiency in these critical general competencies. You must meet or exceed the cut score to be considered. You will not be considered for the position if you score below the cut score or fail to complete the assessment.

Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

Background checks and security clearance
Security clearance
Other

Drug test required
Yes

Position sensitivity and risk
Noncritical-Sensitive (NCS)/Moderate Risk

Trust determination process
Suitability/Fitness

Required Documents

Required Documents
To apply for this position, you must provide a complete Application Package, which includes:
  • Required: Your responses to the Online Occupational Questionnaire (This is completed automatically during the apply online process).
  • Required: Your resume showing relevant experience and dates (month/day/year) of employment and work schedule for each (e.g., part-time XX hours per week or full-time). 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). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. (cover letter optional)
  • Required if you meet qualifications based on education: An unofficial college transcript (Note: If you are selected for this position, official transcript will be required prior to your first day.) and foreign education evaluation documentation, if applicable, as described under the "Qualifications" section of this vacancy announcement.
  • Required if you are a current or former Federal employee: a recent copy of an SF-50, Notification of Personnel Action, showing title, series, grade, and full performance level (FPL); AND a copy of your most recent performance appraisal. Please note your SF-50 must include your FPL in the remark section (e.g., appointment, reassignment, promotion actions), pay adjustments and awards do not include this information so they are not acceptable.
  • Required, if applicable: CTAP/ICTAP documentation (a copy of a separation notice or other proof of eligibility for priority selection; a copy of an SF-50, Notification of Personnel Action, showing current position, grade, promotion potential, and duty location; AND a copy of your most recent performance appraisal.
  • Required, if applicable: VEOA documentation (your DD-214, Member Copy 4).
  • If
Residency Requirement.
The Residency Requirement ensure an adequate background investigation can be completed. It applies to all DOJ applicants, both U.S. citizens and non-U.S. citizens, whose job location is within the U.S. In addition, for a total of three years (not necessarily consecutive years) of the five years immediately prior to applying for a position, the applicant must have: 1) resided in the U.S.; 2) worked for the U.S. overseas in a Federal or military capacity; or, 3) been a dependent of a Federal or military employee serving overseas.

Examples of exceptions are:
  • Applicant's spouse worked for the U.S. overseas in a Federal or military capacity; or
  • Applicant's employment was in the Peace Corps; or
  • Applicant has a background investigation that was completed within the last 5-years
you are requesting a reasonable accommodation to the USA Hire Competency Based Assessments, you must submit documentation to support your request, including the Reasonable Accommodation Request Form found at: https://help.usastaffing.gov/Apply/index.php?title=Reasonable_Accommodations_for_USA_Hire
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
A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits .

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.