Program Support Assistant (OA), GS-0303-07 (84787)

Serves as the principal program and administrative support assistant in the Planning Division. Applies thorough knowledge of the organization mission, functions and services and of the administrative processes required to effectively conduct program operations. Manages overall Division administrative services. Assists in the execution of the Division operating budget and related fiscal functions. Responsible for Division consistency in the use of a wide range of administrative directives and procedures. Collaborates with Division Administrative Officer and counterparts to establish and evaluate internal procedures, resolve problems, and improve administrative operational efficiencies. Also performs general administrative functions to support the organization and senior staff. Exercises tact and diplomacy in dealing with customers.

1. Program Support. Participates in all fiscal functions involving the formulation and execution of operating budgets, assessment of resources, and maintenance and control of multiple facility accounts. Serves as the primary point of contact to manage the administrative and program support requirements.

a. Applies practical knowledge of budget formulation, justification and execution to assist in the development of annual, mid-year, and out-year operating and facility budgets. Remains current with budget procedures and requirements to provide information regarding the operating budget, facility accounts, resource planning and distribution, and fiscal management. Reviews prior year operating budget, collects data, and projects costs associated with staff salaries, personnel authorizations, training, incentive awards, travel and transportation, office equipment and supplies, furniture, automation equipment, service agreements, reimbursable services, equipment maintenance and repair (e.g., copiers, printers), communications, mail services, special services (e.g., interpreters), logistics and automation support, and similar program expenses. Assists in developing budget elements and supporting documentation for submission and approval by appropriate elements. Upon approval of the operating and facility budgets, programs and schedules funds in accordance with established procedures. Monitors overall budget execution and individual accounts to track rate of obligations and expenditures. Notes discrepancies and trends, researches causative factors, informs supervisor of problems, and coordinates with Resource Management Office to effect corrective action. Generates various special and recurring reports associated with the budget and facility accounts.

b. Establishes and maintains accounts. Prepares and/or reviews all funding documents (e.g., purchase requests, contracts, work orders, travel orders and vouchers, credit card invoices) for appropriate cost code and other pertinent information. Verifies accuracy of data, ensures availability of funds, properly charges costs to appropriate accounts, and processes documents. Initiates Military Interdepartmental Purchase Requests (MIPRS) to various governmental agencies requesting authorization of payment of funds for training, classrooms, detail of personnel, and miscellaneous services rendered to, or provided by the IMO. Orders, receives and reconciles credit card purchases for overhead account. Updates and maintains automated financial system and internal files.

c. Coordinates and manages all administrative requirements and activities. Establishes internal administrative procedures to improve operational efficiencies and timeliness of services. Establishes and coordinates personnel and other servicing agreements. Assists in determining costs; notifies serviced organizations of billing requirements; and coordinates periodic updates, as required. Provides guidance to staff on office processes and clerical requirements. Manages mail and mail services; manages correspondence and records; maintains office and personnel files; and manages equipment service calls and repairs. Arranges for logistics support, such as vehicles, conference rooms, transportation, office supplies and software, security, office moves, space utilization, etc. Monitors suspense's and follows up to ensure suspense's are met. Serves as the senior timekeeper to review time and attendance records, and to resolve issues with the payroll representative. Assists management with personnel administrative functions, including planning employee actions, monitoring employee-related suspense's (e.g., not-to-exceed dates), and developing job descriptions, award justifications, disciplinary actions, etc. Coordinates with the Civilian Human Resources Agency to obtain guidance and information on personnel services, activities (e.g., open seasons) and administrative requirements. Prepares a variety of personnel action requests (e.g., recruits, promotions, reassignments, details, reorganizations) using automated applications. Generates incentive award nominations and supporting documentation, and coordinates training requests and approvals for the staff. Monitors actions to ensure timely processing and provides status reports to supervisor.

d. Performs assignments associated with program activities (e.g., status reports, reviews, inspections) and performs special tasks or projects individually or as part of a team. Serves on various internal teams and committees responsible for process improvements. Examples include but are not limited to: evaluation of current cost management principles and development of new costing policies and processes; review and evaluation of current awards practices; serving as secretary on strategic planning team; consolidation of employee questionnaire data; developing internal policies for credit card purchases; and reviewing, evaluating and/or developing various other policies and procedures to improve business processes. Research files and documents, gathers data, conducts analyses, coordinates with pertinent entities, and develops statistical and/or narrative text based on the nature of the assignment and knowledge of program requirements. Generates reports or products (e.g., spreadsheets, graphics, questionnaires, surveys, labels, forms, etc.) for use by higher headquarters, briefings and presentations, training and orientations, command management reviews, command inspections, etc.

e. Coordinates with Division Administrative Officer and District Training Coordinators to provide guidance to employees and supervisors on training regulations, procedures, preparation of the annual review of training needs, training costs, etc. Coordinates all training actions in accordance with internal procedures, including training nominations, requests, cancellations, required forms, data entry, vouchers, etc. Reviews training documents for appropriated justifications and accordance with training regulations and procedures. Evaluates training sources and facilities for most cost-effective training solutions. Responsible for correlating immediate and long-term training requirements, developing training plans, evaluating the training, maintaining training records, submitting necessary reports and notifying individuals of scheduled training. Obtains appropriate course evaluations from employees and supervisors.

2. General Administrative Support. Performs a variety of administrative tasks to support the Division Chief and staff. Leads lower grade clerk in the performance of any/all of the following or similar administrative activities.

a. Receives visitors and telephone calls; determines nature of the call or business; and uses judgment to refer inquiries to the supervisor or appropriate staff member. Places calls and takes messages for the supervisor and senior staff. Maintains the supervisor's calendar and uses initiative to schedule appointments and meetings based upon personal knowledge of workload and current issues of importance. Coordinates with the District Executive Office and other entities, as required, to submit weekly schedules and arrange appointments. Makes travel arrangements for the supervisor and staff. Prepares travel orders, arranges schedules for visits, coordinates with organizations and officials, maintains contact with supervisor during travel status, prepares and submits travel vouchers, and generates necessary reports. Arranges conferences and meetings on behalf of the supervisor or senior staff and assembles background materials.

b. Responds to requests for information concerning Division resources and/or functions. Gathers information from existing sources for use by the supervisor in meetings and briefings. Reads incoming correspondence, materials and documents and distributes or takes necessary action as appropriate. Reviews documents prepared for signature or coordination of the supervisor. Ensures conformance with correspondence policies and regulations. Signs routine correspondence of a
non-technical nature (e.g., emergency employee access lists, general administrative procedures) and composes office memos or directives related to administrative processes.

3. Office Automation Support. Uses a personal computer, printer, and peripherals to perform recurring and nonstandard office automation duties. Works from rough drafts, written instructions, existing documents, or brief oral statements and uses a wide range of application functions to update/maintain files, establish directories, merge and copy documents, and produce a variety of items in various formats. Uses a variety of software programs (e.g., word processing, databases, spreadsheets, graphics, electronic mail), standard financial management and payroll systems, personnel systems, websites, internet/intranet, and agency and local applications to develop correspondence, reports, labels, graphics, charts, forms, statistical tables, etc. Responsible for proper format, grammar, spelling, punctuation and assembly of materials. Uses judgment in applying appropriate procedural and regulatory requirements. Exercises a high level of responsibility for the completed work and a working knowledge of the subject matter in searching files for additional information, verifying references, and determining accuracy of facts and figures.

This job opportunity is open to CURRENT and PERMANENT USACE EMPLOYEES ONLY.

This opportunity is being announced through the USACE Voluntary Internal Opportunities Program (VIOP). Current, permanent USACE employees with noncompetitive eligibility to be placed in this position are eligible to apply. This Program may only be utilized for noncompetitive placements, to include voluntary reassignments, promotions not-to-exceed 120 days, voluntary changes to lower grade, details, and deployment opportunities. Employees interested in permanent or temporary promotions longer than 120 days must apply through USAJOBS, or other approved merit procedures or hiring authorities. Temporary or term employees and Department of Army Fellows assigned to USACE will not be considered for positions or assignments through VIOP.

Minimum Education Requirement: High School Diploma

Minimum Experience Requirement: GS-7 THE LAW

Perform, under general supervision, work of considerable difficulty and responsibility along special technical or supervisory lines in office, business, or fiscal administration requiring:
(1) considerable specialized or supervisory training and experience;
(2) comprehensive working knowledge of a special and complex subject matter, procedures, or practice; AND
(3) to a considerable extent the exercise of independent judgment.

Other Requirements:

• Applications must be submitted after 12:01 AM (EST) of the posted Job Posting Open Date and before 11:45 PM (EST) of the posted Job Posting Close Date to receive consideration.
• All positions require the applicant to be a citizen of the United States.
• Male applicants born after December 31, 1959, are required to register for Selective Service prior to appointment.
• A trial or probationary period may be required.
• Direct deposit of pay is required.
• You must be able to obtain and maintain a SECRET security clearance.
• This position requires that the incumbent possess or obtain and maintain a valid state Driver's License in one of the 50 U.S. states or possessions to operate vehicles.
• This position is eligible for situational telework ONLY.
• A fully qualified typist is required for this position. A qualified typist can type 40 words per minute based on a 5-minute sample with 3 or fewer errors.
• The duties of this position require the incumbent to complete the required initial training to obtain and maintain a Government Purchase Card (GPC) within 12 months of being appointed.