Administrative Support Specialist

US Other Agencies and Independent Organizations - Herndon, VA

Full-time | Part-time | Temporary
Duties
Summary
You will serve as an Administrative Support Specialist for the Small Business Administration (SBA), Office of Disaster Assistance (ODA), Administrative Services Center - ASC in Herndon, Virginia. This position provides administrative and logistical support to all the ODA Centers located across the United States.

Responsibilities
As an Administrative Support Specialist at the GS-0301-11/12, some of your typical work assignments may include:

Coordinates travel plans, airline reservations, lodging accommodations, rental cars and other travel-related needs between travel agencies and Office of Disaster Assistance (ODA) for employees traveling to assist with disaster operations/activity.
Reviews and audits travel vouchers for accuracy, completeness, and adherence to Federal Travel Regulations (FTR), agency policies and other applicable guidelines; submits vouches timely for payment.
Audits and reconciles requested travel services with billing accounts.
Oversees issuance, use and deactivation of employee travel credit cards; works with management to research and detect possible abuse.
May write procedural guidelines and act as a lead to other employees, which includes assigning and monitoring work, providing feedback, and training.

IMPORTANT NOTES:
If selected, your work schedule will be full time seasonal. Depending upon the level of disaster activity, you may be placed in a non-pay status if there is insufficient work. However, the work of this position will likely require you to work full-time most of the year.
The Term Appointment does not confer competitive status, or reinstatement rights, on the individual selected. You may be promoted or reassigned to another Term position within SBA's Office of Disaster assistance; however, you may not be appointed non-competitively to another Federal position. You will initially be given a Term Appointment exceeding one year. If all other conditions of employment are met, this appointment may be extended, in increments, up to a total of four (4) years.
If required to travel to a disaster site, you may encounter hazardous working and/or living conditions, for example, no water or electricity and/or minimal lodging facilities.
Mandatory Overtime: In order to respond quickly and efficiently to disaster survivors, substantial compensated overtime hours may be required while on assignment (up to seven days a week and ten to fourteen hours a day).
Travel Required
Occasional travel - On occasion, especially during times of substantial disaster activity, you may be required to work overtime and/or travel with little or no advance notice

Supervisory status
No

Promotion Potential
12

Job family (Series)
0301 Miscellaneous Administration And Program

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Training Specialists
Requirements

Requirements
Conditions of Employment
U.S. citizenship is required.
You must be able to obtain and maintain a Government travel credit card.
Favorable background investigation and credit check are required.
Credit Score must be at least 500.
You may be required to complete a one-year trial period.
Qualifications
Generally, time in Non-Pay status is not creditable towards the specialized experience requirement listed below.
You must meet all qualification requirements by the closing date of this announcement.
You may qualify based on experience, education or a combination of both.

Experience:
To receive credit, you must indicate the month and year as well as the average hours worked per week for each employer. Average work hours must be stated on resume to quantify each period of work experience or that experience will not be credited toward meeting the specialized experience requirement.
You must address the specific specialized experience required for each grade level of this position on your resume or application or you will be rated "Ineligible" for that grade level.

GS-11: To qualify you must have at least 1 full year (52 weeks) of specialized experience equivalent in difficulty and complexity to the GS-09 level in the Federal service that has equipped you with the particular knowledge, skill, and ability to perform successfully in this position. This experience may have been gained in a Non-Federal service position. In addition, this Specialized Experience must demonstrate the following:
Manages and/or coordinates various aspects of business travel, such as arranging flights, hotels, and ground transportation using web based travel systems;
Tracks and monitors government credit cards issued to employees;
Reviews/examines travel vouchers for compliance with travel rules and regulations; AND
Communicates effectively both orally and in writing with internal and external customers.
GS-12: To qualify you must have at least 1 full year (52 weeks) of specialized experience equivalent in difficulty and complexity to the GS-11 level in the Federal service that has equipped you with the particular knowledge, skill, and ability to perform successfully in this position. This experience may have been gained in a Non-Federal service position. In addition, this Specialized Experience must demonstrate the following:
Manages and/or coordinates various aspects of business travel, including flights, hotels, and ground transportation using web based travel systems;
Tracks and monitors government credit cards issued to employees;
Reviews/examines travel vouchers for compliance with travel rules and regulations;
Communicates effectively both orally and in writing with internal and external customers; AND
Researches administrative issues/problems related to travel and provides findings and/or recommendations to management.
In addition to the specialized experience above the GS-11 and GS-12 levels, applicants must indicate proficiency in Microsoft Excel sufficient to create spreadsheets with mathematical calculations.
Education
OR

Education:
If qualifying based on education, you must submit transcripts by the closing date of this announcement or you will not be found eligible.

GS-11: Must have a Ph.D. or equivalent doctoral degree from an accredited college or university in a related field or three full years (54 semester hours or equivalent) of related progressively higher level graduate education leading to such a degree.

OR

A combination of experience and education as indicated above.

GS-12: There is no substitution for education at this grade level.

Additional information
If selected for this position, you will be eligible for benefits. The above link is provided for your reference to explore the major benefits offered to most Federal employees.

Additional selections may be made from this announcement if identical vacancies occur within 180 days from the closing date.

By applying for this position with SBA's Office of Disaster Assistance, you can enjoy challenging but satisfying work and join a highly motivated and diverse team that helps families and businesses rebuild their lives after a disaster.

ASC is located in the business area of Herndon, VA. It is conveniently located near various eateries and shops and is accessible via public transportation.

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

The Small Business Administration is committed to building a high-performing, 21st century workforce that possesses the following core attributes: cultural astuteness, technological proficiency, articulate, strong writing capabilities, superior conflict resolution skills, and exceptional presentation skills. Candidates should be prepared as they may be further evaluated on these attributes throughout the application and selection process.

For this vacancy, the Office of Disaster Personnel will use a Category Rating system to refer qualified applicants for consideration. This is a three-step process. First, your resume or other application is evaluated to determine if you meet the Qualifications, including the Specialized Experience described above, for the grade level(s) that you are applying for. Secondly, if you meet the minimum qualifications requirements, your responses to the questionnaire, including narrative responses, if applicable, will be compared to your resume or other application. If your resume does not support the answers you gave on the questionnaire, you may be rated "Ineligible" or you may be placed in a lower category. Third, your name will be placed in one of the three following categories:

Best-Qualified - highly proficient with an overall comprehensive level of knowledge, skills and abilities related to this position.
Well-Qualified - competent in the position with an overall accomplished level of knowledge, skills and abilities related to this position.
Qualified - an overall basic level of knowledge, skills and abilities related to this position.
Application of Veterans' Preference: The Category Rating process protects the rights of veterans by placing them ahead of non-veterans within each quality category. All the veterans must be selected before any non-veterans within each category.

For this position, disabled veterans who meet minimum qualifications for this position and have a compensable service-connected disability of at least 10% (CPS & CP) are placed at the top of the Best-Qualified category regardless of which category they would otherwise be assigned to.

Preference eligibles who do not have a service-connected disability of 10% or more (XP or TP) are placed at the top of their quality category.

Your qualifications will be evaluated on the following competencies:
Administration and Management, Auditing, Computer Skills, and Customer Service

Background checks and security clearance
Security clearance
Other

Drug test required
No

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process
Suitability/Fitness

Required Documents

Required Documents
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
1. Your Resume showing hours worked per week, dates of employment and duties performed.
2. Completed Questionnaire

Preview at: https://apply.usastaffing.gov/ViewQuestionnaire/10586783

3. Other supporting documents, such as:
College Transcript(s), if qualifying based on education.
Unofficial transcripts may be submitted during the application process; however, official transcripts will be required if selected.
Veterans' Preference documentation, if applicable (e.g. DD-214 Member Copy 4 or other DD-214 copy showing type of discharge/character of service, SF-15 Form and related documentation, VA letter, etc.)
Career Transition Assistance Program/Interagency Career Transition Assistance Program documentation, if applicable (e.g. Certification of Expected Separation, Reduction-In-Force Separation Notice, or Notice of Proposed Removal; SF-50 that documents the RIF separation action; and most recent performance appraisal.)
DO NOT SEND YOUR RESUME OR ANY APPLICATION DOCUMENTS TO THE AGENCY CONTACT.
Your latest resume submitted for this position will be used to determine qualification determinations and supersedes previous submissions.

ELIGIBILITY INFORMATION:
1. Interagency Career Transition Assistance Plan (ICTAP) or Career Transition Assistance Plan (CTAP):
If you are claiming CTAP/ICTAP eligibility, provide a copy of your most recent annual performance appraisal (which must show at least a "fully successful" rating or equivalent), and proof of eligibility, i.e., a RIF separation notice or Certification of Expected Separation, and SF-50 noting current position, grade level, and duty location. In addition to meeting all qualification requirements and selective placement factors (if applicable), CTAP/ICTAP eligibles must meet the Well-Qualified criteria for the position in order to be given priority consideration. Information about CTAP and ICTAP eligibility is also on OPM's Career Transition Resources website at: CTAP/ICTAP.
2. If you are a veteran with preference eligibility and you are claiming 5-point veterans' preference, you must submit a copy of your DD-214 or other proof of eligibility. If you are claiming 10-point veterans' preference, you must submit an SF-15, "Application for 10-Point Veterans' Preference" plus the proof required by that form.
3. If you are a male applicant who was born after 12/31/59 and are required to register under the Military Selective Service Act, the Defense Authorization Act of 1986 requires that you be registered or you are not eligible for appointment in this agency.

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.