Program Assistant (Office Automation)

US Department of Transportation - Baltimore, MD4.2

Full-time
Duties
Summary
This position is located in the Federal Highway Administration, Resource Center in Baltimore Maryland. You will serve as the program assistant to the supervisor and staff members in the day-to-day management of administrative support functions within the office.

Responsibilities

Serving as the Administrative Assistant you will:
Communicate with various administrative management divisions (e.g., Human Resources, Management Services, etc.) in the preparation of personnel requests, training forms, new employee forms, and/or time and attendance reports.
Perform a variety of administrative tasks, such as purchasing supplies and office equipment; making domestic, international, and invitational arrangements for travel; reviewing travel authorizations and vouchers; making arrangements for meetings and conferences; conduct process reviews of administrative work performed within the office to ensure efficiency and effectiveness of operations as performed; conducting inventories of physical property; maintaining electronic and hard-copy records and files; answering and referring incoming telephone calls and visitors; and distributing incoming correspondence.
Use various software to draft or finalize a variety of correspondence, spreadsheets, presentation slide decks and documents.
The ideal candidate for this position is an individual with experience in providing office and administrative support in a quality manner, with a strong customer service focus and the ability to facilitate communication among office staff, partners and service providers.

Travel Required
Occasional travel - Some travel is required.

Supervisory status
No

Promotion Potential
07

Job family (Series)
0303 Miscellaneous Clerk And Assistant

Similar jobs
Assistants, Office
Office Assistants
Requirements

Requirements
Conditions of Employment
You must meet specialized experience to qualify.
Submit application and resume online by 11:59 PM EST on the closing date.
Review Required Documents Section as documents are required by closing date
Announcement also advertised Status & VEOA Applicants: FHWA.RC-2019-0005.

CONDITIONS OF EMPLOYMENT:
SELECTIVE SERVICE: Males born after 12/31/1959 must be registered for the Selective Service.
GOVERNMENT TRAVEL CARD: This position involves travel. A government contractor-issued travel card will be issued and must be retained for official business only.
TYPING: You must be able to type at least 40 words a minute with three or fewer errors.
DECLARATION FOR FEDERAL EMPLOYMENT: Selectee is required to complete a Declaration for Federal Employment (OF-306) to determine suitability for federal employment and to authorize a background investigation.
DEU REQUIREMENTS: Applicants selected under delegated examining procedures may be required to successfully complete a one-year probationary period (unless already completed).
Qualifications
To meet the minimum qualifications for this position, you must meet the specialized experience requirements.

To qualify for the GS-07, you must have at least one year of specialized experience equal or equivalent to the following:

Experience applying rules and regulations related to reporting time and attendance; authorizing travel and/or arranging invitational travel.
Experience providing clerical or administrative support and using automated office systems such as word processing, electronic mail and other communications software, data gathering and reporting, time and attendance reporting, travel planning, authorizing and vouchering, and personnel and training request preparation.
Experience assisting in records management, including filing, records maintenance and/or disposition.
Experience coordinating administrative activities and/or services within an office or professional group, such as or related to monitoring administrative and/or clerical processes, recommending operating standards and/or procedures, and coordinating documents and correspondence that requires the attention of multiple stakeholders, key management and/or staff.
For additional information about applying to Federal positions, please click on the following link: https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-policies/#url=e4

Students enrolled in a qualifying degree program can apply if the anticipated graduation date is within six months of closing date of the announcement. Graduation transcript must be received before start date.

Other applicants must meet all qualification requirements by the closing date of this announcement.

Education
Additional information
Displaced employees may be eligible for ICTAP or CTAP priority consideration. For more information, please review the OPM Employee's Guide to Career Transition .

EEO STATEMENT: The Department of Transportation (DOT) maintains a model federal work environment that is free of discrimination. DOT ensures equal employment opportunity for employees and applicants for employment, regardless of race, color, national origin, religion, sex (including pregnancy and gender identity), genetic information, age, disability, sexual orientation, or protected activity.

This vacancy may be used to fill similar positions within 90 days for this location.

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

DESCRIBING YOUR EXPERIENCE: PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. If your resume/ application does not support your questionnaire answers, we will not allow credit for your response(s). Your resume must contain sufficiently detailed information upon which to make a qualification determination. Please ensure that your resume contains specific information such as position titles, beginning and ending dates of employment for each position, average number of hours worked per week, and if the position is/was in the Federal government, you should provide the position series and grade level.

If you meet the qualification requirements, your application will be placed in one of four categories: Platinum, Gold, Silver or Bronze, which is based upon your responses to the vacancy questions. Within these categories, applicants eligible for veteran's preference that have provided supporting documents will receive selection priority over non-veterans. The top rated applications will be reviewed for the quality of your experience, education and training relevant to the position.

Your application will be rated on the extent and quality of your experience, education and training relevant to the position. The answers you select in the on-line process must be substantiated in your application package. If upon review, it is determined that your described work history, competencies, and/or supporting documents do not support your answer choices, your application may be updated or you may not be referred to the selecting official. Please ensure that your work history provides enough details to support your answers. If referred, all relevant documents including performance appraisals and awards submitted with your application package will be forwarded to the hiring official for review. The Automated Staffing Office is ultimately responsible for determining your final rating.

To preview questions please click here .

Background checks and security clearance
Security clearance
Other

Drug test required
No

Required Documents

Required Documents
ALL Applicants must provide a resume that fully supports the required specialized experience and was created within USA Jobs Resume Builder and respond to the vacancy questions by the closing date of the vacancy.

The following is a list of documents that are only required based on the type of position and consideration for which you are applying.

VETERANS: Your last DD214, Certificate of Release or Discharge From Active Duty, that shows the type of discharge and all dates of active duty is required to verify your eligibility. It need not be official.

If you are applying to a vacancy opened to all US Citizens under category rating and wish to be considered as a preference eligible, you need to submit a copy of your DD214.
If you are claiming preference eligibility as a disabled veteran, you must submit proof of entitlement of this preference which is normally a valid letter from the Department of Veterans Affairs certifying to the present existence of the service-connected disability and indicating the percentage of your disability. An SF-15 is desired, but not required.
If you are applying to a vacancy opened Status and you are requesting consideration under Veteran's Employment Opportunity Act (VEOA) ( https://www.fedshirevets.gov/job/shav/#veoa ), you need to provide a copy of your last DD214, which verifies your military service dates, reason for separation, OR certification of separation that shows a discharge date within 120 days of the closing of this announcement, and eligibility for consideration under the Veterans Employment Opportunity Act.
STATUS APPLICANTS: If seeking eligibility consideration as status/agency/DOT employee, you must provide proof of eligibility in the form of an SF-50. Your SF-50 must verify the highest grade held competitively, full performance level of position, and eligibility as a status applicant. Please do not submit an Award SF-50, as these are often incomplete and do not verify grade or status eligibility.

NON COMPETITIVE APPLICANTS: If requesting concurrent consideration for Non-competitive (NC) appointment eligibility, you must provide the appropriate SPECIAL APPOINTING AUTHORITY DOCUMENTS, such as PCS orders (military spouse) describing move & marriage certificate; letter from VA or DD214 describing 100% disability of spouse; letter from State Vocational Office certifying disability (schedule A), etc. For more information, visit military spouse NC appointments or Persons with Disabilities NC appointments.

DISPLACED EMPLOYEES: If requesting consideration under the Career Transition Assistance Program (CTAP) or Interagency CTAP program (ICTAP), you must meet the well qualified standards for this vacancy (meeting minimum requirements for position and scoring at least an 85 or falling in the Gold Category) and provide all of the following documents:

your most recent performance appraisal,
the proof of eligibility letter from the Agency, and
your most current SF-50, displaying current series and grade.

Failure to submit any of the required documents by the closing date of the vacancy will result in your removal from consideration for this position. Please review your application prior to final submission and ensure you have submitted all appropriate documents. Uploading documents to USAJobs does NOT ensure inclusion with your application to our system. You must verify that the documents are in the system with your application prior to final submission.

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 .

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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.