Office Support Assistant, GS-0303-06 (10971)

Serves as technical and procedural support to the Administrative Officer and staff of the Division. Serves as a key support to the AO. Utilizes expertise in the technical, procedural, and administrative functions of the office to provide accurate guidance, analysis, interpretation and Assistance. Serves as primary point of contact and provides oversight, continuity of services, and smooth workflow when the AO is absent or unavailable.

1. Provides information and advice to the Section Chief(s), Area Engineer(s), and Administrative Officer on changes to administrative regulations and policies by higher authority which affect the operation of their respective departments. Develops recommendations in formulating and revising administrative policies and procedures used to accomplish the objectives of the Office. Researches and implements rules, regulations, circulars and directives from higher authority and takes or recommends necessary action to apply changes in administrative policy and procedures. The incumbent also assists the Section Chief(s), Area Engineer(s) and Administrative Officer by relieving them of clerical and administrative support work such as preparing and typing miscellaneous reports, including those requiring inter-branch or field office coordination. Prepares and types correspondence dealing with administrative matters. Composes and types in final format replies to non-technical correspondence. On technical correspondence, assembles any data required by the Section Chief(s) or technical staff from files and types replies in final format from rough draft or oral instructions, ensuring propriety of format and arrangement, compliance with procedures and deadlines and the accuracy of material. Controls mail, routing, and follow-up in suspense control. Is Area Office primary timekeeper.

2. Provides oversight to the other section administrative employees engaged in maintaining cost records, time keeping, payroll, travel and transportation, mail distribution, performing a variety of other clerical and typing work. Plans, prioritizes and distributes work Assignments and provides administrative and technical information or Assistance as needed. Spot checks work of lower grade typists for appropriate style, format and typographical errors. Edits and marks copy, proofreads and returns to typists for correction. Ensures prompt communication of work requirements, policies and procedures. Deals independently with authors and provides advice and assistance, calling conflicts and inconsistencies to their attention. Make changes authorized. Recommends style and format to be used. Provides analyses of completed work products and advises supervisor of progress, performance and training needs. Provides training, advice, interpretations and guidance on style, format, clarity, grammar, spelling, punctuation, and authors' preferences and intent. Instructs clerical employees on office procedures, distributes and balances work Assignments, makes necessary adjustments of employees or equipment in order to complete all administrative functions efficiently and in a timely manner. Directs the preparation and submission of recurring reports covering a wide variety of Area Office activities. Reviews reporting methods and recommends changes when improvements will result. Recommends the use of new or different equipment that will expedite or improve present methods. Contributes input to employee performance standards and appraisals. Maintains good working relationships with operating officials, District employees and visitors.

3. Responsible to provide specific expertise in several or all of the following areas as required by the Section(s) and Area Office(s). Assists the staff in resolving common problems, provides guidance to supervisors; and keeps the AO informed of sensitive or volatile situations, providing options for course of action. Exercises seasoned knowledge in various functions of the Administrative Section, and overall knowledge of objectives and policies governing the direction and execution of the administrative functions. Contributes input to employee performance standards and appraisals. Maintains good working relationships with operating officials, District employees and visitors. As needed, provides advice on difficult technical and procedural work of the office:

a. Maintains Project personnel working files on each employee. Oversees preparation of personnel forms such as changes in life and health insurance, income tax, etc. Answers questions of employees and supervisors on such matters as leave, accident reporting, pay, employment, employee relations, training, health and life insurance benefits and tax deductions. Maintains accident and injury reporting files, preparing necessary reports to District.

b. Timekeeping, Payroll: Understands the different pay plans and Associated rules and restrictions, coding/charging time, and governing regulations. Assists in resolution of attendance/leave, environmental/hazard pay and supervisory differential eligibility issues.

c. Budget: general knowledge of regulations, processes, local policies and procedures. Participates in compilation of annual budget and allotment of funds received: and may advise on major adjustments due to emergencies, delays, and other projected or unforeseen circumstances.

d. Training government/non-government sources. Coordinates Construction Division nominations to training offerings; maintains office training record and distributes monthly listing of scheduled training to Assure attendance by nominee or replacement AO necessary. Monitors training requirements for new supervisors. Maintains statistics on training, EEO complaints, safety issues and related topics. Researches sources for specialized training. Assists in researching for vendors, writing the contract for on-site training, arranging for room and equipment specifications, and employee attendance. Resolves issues on payment to vendor, employee enrollment in off-site courses, transportation, housing, per diem, etc. Assures IDPs are completed for each employee. Monitors government source course enrollments to ensure they are submitted within allotted time frames, confirmation of enrollment is received, and employee notified and attends. Assists with developing Training, Plans and programs.

e. Travel: Possesses basic understanding of JTR, rules, regulations, procedures, District and Project policies.

• This job opportunity is open to CURRENT, 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.

  · Applications must be submitted after 12:01 AM (EST) of the posted Job Posting Open Date and before 11:59 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.

  · May be required to perform travel/temporary duty (TDY) 10% of the time.

  · 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.

  Employee must be able to lift and carry 40 pounds over a short distance (less than 50 feet).

  · Hiring incentives such as a recruitment/relocation bonus, service credit for leave, and student loan repayment may be authorized (subject to available budget).