Administrative Support Assistant Jobs

Duties

The Administrative Support Assistant provides a variety of administrative, clerical and technical support to facilitate administration activities in the USBG.

The individual selected for this position will perform the following:

• Controls schedules for the USBG senior managers, conference room, classroom, and meeting rooms. Makes complex arrangements involving the office calendar without detailed prior approval.
• Manages office operations for USBG organizational components.
• Develops and documents standard procedures to support office operations and ensure consistency and continuity.
• Assists in providing logistical support for briefings of individuals and organizations, by preparing documents, developing slide decks, reports, and other necessary materials.
• Manages correspondence operations for the division. Screens incoming correspondence, publications, regulations, and directives that may affect the organization. On own initiative and discretion, determines which staff member should respond to technical mail and correspondence.
• Receives and screens visitors and incoming telephone calls.
• Coordinates purchasing, as well as storage, of office supplies and equipment.
• Manages the division’s filing and record-keeping systems, including records management liaison and confidentiality of related personally identifiable information as well as the archiving requirements.
• Arranges meetings involving planning, evaluation and operational functions. Reserves the space, setting the time and contacting the individuals expected to attend. Transmits agenda and background materials to participants, advising them of topics to be discussed.
• Provide office automation advice, guidance, and assistance to staff. Work with users to define required data elements, desired format, and any statistical manipulation needed for the specified output. Evaluate the office automation needs of the immediate work area and suggests solutions or participates in documenting the requirements for developing a specialized application.
• Integrates several types of software, such as spreadsheet, database, word processing, desktop publishing, and graphics applications, to compile data and generate specific working documents, reports and forms.
• Prepares administrative documents such as memos, reports and correspondence on own initiative, based on knowledge of the supervisor's views and desires.
• Attends meetings, records notes and commitments for follow-up matters and distributes summaries to participants.
• Provides direct day-to-day administrative support to the USBG Executive Director and Deputy Executive Director.
• Serves as administrative point of contact for various business processes including Travel, Badging, Onboarding, Separations, Proxy, Transit Subsidy and WebTA performing timekeeping tasks for staff ensuring timekeeping rules are complied with.

Requirements

Conditions of Employment

• You must meet the definition of specialized experience.
• You must be able to pass a drug test.
• Your resume and question responses must demonstrate the job-related KSAs.

To be employed by the Architect of the Capitol in a paid position, an individual must meet one of the categories below:

• A person who is admitted as a refugee under 8 U.S.C. 1157 or is granted asylum under 8 U.S.C. 1158 and has filed a declaration of intention to become a lawful permanent resident and then a citizen when eligible;
• A person who owes allegiance to the United States (nationals of American Samoa, Swains Island, and the Northern Mariana Islands, and nationals who meet other requirements described in 8 U.S.C. 1408); or
• A citizen of the United States;
• A person who is currently an officer or employee of the Government of the United States.
• A person who is lawfully admitted for permanent residence and is seeking citizenship as outlined in 8 U.S.C. 1324b(a)(3)(B);

How You Will Be Evaluated

• Social security number request
• Equal Employment Opportunity (EEO) Policy
• Selective Service
• Reasonable accommodation policy
• New employee probationary period
• Required DocumentsAs a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies. The Architect of the Capitol's (AOC) job application process is designed to ensure you only provide information necessary to evaluate your qualifications and eligibility for the position vacancy. To apply for this position, you only need to submit: a) your resume and b) answers to the online vacancy assessment questionnaire. The online questionnaire contains eligibility and screening questions and other relevant information. No additional documentation or attachments are required at the time of application. Your resume should list your education, training and work experience including job titles, employment dates, duties and accomplishments. Nothing further is required until it is requested by AOC’s Human Capital Management Division. If additional documentation is required for the position, you will be asked to provide it during the interview or selection process. At that time, you may be asked to submit documentation to support statements made in your resume. For example, you may be asked to provide a copy of your diploma, college transcripts, or proof of Federal employment status. If the position requires licensure or certification, you will be asked to provide proof at the time of selection. If Veterans’ preference is claimed, you will be asked to submit proof (DD-214, and, if claiming a 10-point preference, a SF-15 and the proof required by that form). Failure to provide the required documents will end further consideration and/or result in the withdrawal of any tentative job offers. 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.
• Signature and false statements
• Privacy Act
• How to Apply You MUST apply online. FORMS RECEIVED BY FAX, EMAIL OR U.S. POSTAL SERVICE DELIVERY WILL NOT BE ACCEPTED. If you are a new user to the USAJOBS Site and have never registered for an account; you will first need to create an account profile with your basic contact information and a resume to begin applying. You must be a registered USAJOBS user AND you must be signed-in to your account in order to apply for this position. For help with setting up an account or for general assistance in using USAJOBS, go to USAJOBS Help Page. NEED HELP? If you experience any difficulties with the application site, help is available! If you have problems completing your on-line application, contact the Monster Hiring Management Help Desk at 1-866-656-6831 or by e-mail at [email protected]. The help desk is available Monday - Friday 7:00 a.m. to 7:00 p.m. Eastern Time. You may call and leave a voice mail message at all other times. All required supporting documents will be collected electronically via the USAJOBS “Saved Documents” feature. If you are unable to apply on-line, you may visit our Employment Center for technical assistance in entering your application. The Employment Center is located at 441 Second & D Streets S.W., Washington, D.C., Room H2-178, and is open Monday through Friday from 8:00 a.m. to 4:00 p.m. You may call (202) 226-7000 for directions.Agency contact informationLondon HolliwayPhone 202-718-2662Fax 202-226-9755Email [email protected] Architect of the Capitol 2nd and D Street, S.W. Washington, District of Columbia 20515 United StatesNext steps You will receive a notice generated by the USAJOBS System when you have successfully submitted your application. We will review your application and transcript(s) (if you are qualifying based on education) to ensure you meet the basic qualification requirements. You can check the status of your application by logging into http://www.usajobs.gov. You may also sign up to receive automatic emails anytime the status of your application has changed by logging into your USAJOBS Account, editing your profile and changing the ‘Notification Settings’ to indicate that you want to be notified by email when the status changes. Information regarding the status of your application should be updated in the system within two (2) weeks after the closing date of this job announcement.
• BenefitsA 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. Opens in a new windowLearn more about federal benefits. A variety of health insurance plans; retirement system with investment options; paid holidays; paid sick and annual (vacation) leave; life insurance; incentive systems; subsidized transportation; training and development opportunities, etc. The Architect of the Capitol offers eligible employees opportunity to participate in the Student Loan Repayment Program. 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.
• Financial suitability

• Fair and Transparent

  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

  • Equal Employment Opportunity (EEO) Policy
  • Reasonable accommodation policy
  • Financial suitability
  • Selective Service
  • New employee probationary period
  • Signature and false statements
  • Privacy Act
  • Social security number request

Required Documents

Clarification from the agency

See Requirements section of this announcement for information on who may apply.