ADMINISTRATIVE SUPPORT ASSISTANT GS-0303-07

This position performs substantive administrative support functions and a variety of financial functions using office automation systems in support of the Branch mission. The duties require interaction with a large variety of issues and personnel and require interpersonal skills to resolve conflicting priorities. Provides direction, advice and assistance to subordinate administrative staff.Interprets regulations, circulars, policies, guides and other applicable rules as they apply to the functions of the Branch for budgeting and accounting; procurement of supplies and services; personnel management activities such as timekeeping, training, travel,property accountability, correspondence and reporting, record keeping and files management.
1. Budgeting and Accounting:
a. Formulates and monitors the annual operating budget of the Branch. The budget is formulated from historical data, current operation management plan, data gathered from Branch personnel, and information furnished by other District elements. The incumbent must be knowledgeable of the Finance and Accounting systems and must understand work category codes, work breakdown structure, organizational codes to assure that all work processes of the Branch are properly managed in the Corps of Engineers Financial Management System (CEFMS).
b. Establishes CEFMS accounts and request and monitors funding for all financial activities of the Branch.
c. Monitors obligations and expenditures throughout the budget period. Reports and explains to the Branch Chief deviations from the budgeted execution schedule. Proposed work schedules, procurement of equipment, supplies or services, personnel actions and other proposed expenditures are reviewed to assure they are consistent with the approved budget. Informs the Branch Chief of proposed actions for advice and directions to make necessary budgetary adjustments. 40%
2. Personnel Management: Assist the Branch Chief in personnel management activities by seeking and disseminating information from the CPAC, advising employees of requirements and application of regulations and personnel action procedures. Serves as Branch Training Coordinator by formulating the proposed annual training plan and monitoring the approved plan. Monitors and suspense's performance evaluations, maintains leave schedules, arranges transportation and travel, records time and attendance and assures that labor charges are assessed to proper work category for projects on which work is being performed.
20%
3. Procurement Function: Responsible for the procurement of equipment, materials, supplies and services necessary to support branch activities. Reviews procurement action and selects the most cost effective method to accomplish the action based on established guidelines. Is accountable for procurement actions within the purchase authority of the Branch. Tracks and monitors all procurement actions to assure those actions are completed to meet the need of the Branch. Serves as a receiving agent and maintains auditable record of all transactions. Assures that procurement actions are properly managed and recorded in CEFMS.
10%
4. Property Accountability: Assures that property is acquired, used and disposed in accordance with guidance and regulations.Maintains accountable property inventories and conducts inspection and inventories to verify non-expendable accountability. Preparesor oversees the preparation of reports, or documents to loan, transfer or dispose of accountable property. Prepares report to properly account for the disposal, addition, or betterment of Government owned real property or physical plant.
10%
5. Administrative and Clerical Function:
a. Responds to phone inquiries or visitors seeking information and advice. Inquiries may be from A-E contractors, other organizational elements or general public. Provides requested information or directs the inquiry to the proper source for a response.
b. Plans, organizes and maintains complete auditable record and file system for all Branch activities, administrative and operational,and reference materials. Organization, maintenance, and disposition of files must be in accordance with the current Army Recordkeeping System.
c. Composes correspondence or finalizes drafts of reports, correspondence and other data assuring proper format, spelling, grammar and arrangement of material.
d. Maintains a listing of all required reporting requirements and monitors the preparation to assure that requirements are met by the suspense date.
20%
Responsible for observing all safety rules regulations and directives applicable to work assigned.
Performs other duties as assigned.

References
OPM GLG for Clerical and Assistance Work, June 89.
OPM PCS Series Definition for 303 Series
Series and Title Determination
Series Definition for the GS-303 series is described as: The work of this position requires a knowledge of the procedures and techniques involved in carrying out the work of the organization and requires application of procedures and practices within the framework of established guidelines. This is clearly met in that the overall knowledge, skill and ability and paramount purpose of this position is to perform a wide variety of administrative support work in a remotely located field office which is involved in all or most of the following: recreation and resource management, hydropower production, navigation and water storage and conservation. The Field offices are typically staffed with professional, technical, and wage grade employees involved in the mission of the organization with the administrative staff providing the required support. The field office has a full operating budget, responsible for reporting and accountability for several million dollars worth of government equipment, facilities, and supplies at numerous locations; local purchasing and interface with contractors doing business with the COE; insuring contractor work reports and accounting documents are prepared in a timely and appropriate manner; collection and accountability for Fee received from the using public; sale of timber;issuing of grazing permits; labor, cost & FTE accountability; reporting and cost accounting for thousands of items of expenditure,including depreciation schedules; and all other areas of support services required to operate the office.
The position fully meets the intent of the GS-0303 series and is placed in that series. A constructed title of Administrative Support Assistant has been assigned.
Determination of Grade
OPM GLG for Clerical and Assistant work is used to determine grade of this position.
Duties of this position clearly exceed that described in nature of assignment at the GS-6 level which are described as -involving a relatively narrow range of case situations in a broad administrative program or function. Judgment at the GS-6 level is narrowly focused on a single product or action and are relatively clear cut.
Duties fully meet the GS-07 level. Law which states:
Performs, under general supervision, work (i)of considerable difficulty and responsibility along special technical or supervisory lines in office, business, or fiscal administration requiring considerable specialized or supervisory training and experience; (ii) comprehensive working knowledge of a special and complex subject matter, procedure, or practice; and (iii) to a considerable extent the exercise of independent judgment.
The nature of assignment as described at the GS-07 level is fully met. The standard describes work which consists of specialized duties with continuing responsibility for projects, questions, or problems that arise within an area of a program or functional specialty as defined by management. Decisions or recommendations are based on the development and evaluation of information that comes from various sources. The standards continues to state that GS-7 level work involves identifying and studying factors or conditions and determining their interrelationships as appropriate.
Duties of this position fully meet the above in that the incumbent is assigned continuing responsibility for duties related to procurement, purchasing, logistics, supply, etc. Each of these functional areas require decisions and recommendations based on development and evaluation of information from various source. Some of the functions are interrelated and some are not.
FINAL CLASSIFICATION
GS-0303-07 ADMINISTRATIVE SUPPORT ASSISTANT

* Relocation is Authorized