Administrative Support Assistant (OA), GS-0303-06 (17319)

Announcement Type

TARP - Internal Opportunity (Non-Comp/VIOP)

Position Type

Permanent

USACE Organization

South Pacific Division (SPD) - Los Angeles District

Locations (City, State)

Los Angeles, CA

Position Overview/Duties

Works under the general direction of the Division and Deputy Chiefs. Receives an outline of objectives to be achieved and policies to be followed. Plans details of work in compliance with applicable regulatory controls and instructions. Accomplishes work independently, coordinating priorities, and deadline for the day-to-day workflow with the Division and Deputy Chiefs. Workload evolves from daily operations and personal responsibilities. Completed work is evaluated for effectiveness in meeting goals and attaining objectives and may be spot checked through review of reports and other work products.

MAJOR DUTIES

Performs a variety of administrative and technical duties for the Division and subordinate branches/sections/units. Serves as the authority and immediate point of contact to assist organizational personnel in matters of fiscal administration, office administration, personnel administration, and property management. Incumbent exercises a thorough knowledge of the regulations, procedures, and processes governing the various administrative functions and uses judgment to interpret and adapt such guidelines for application to specific cases or problems. Position requires knowledge of the organization’s structure and functions. Also requires proficiency in using the automated Corps of Engineers Financial Management System (CEFMS) and other automated databases and software systems. A qualified typist is required. In the course of performing work, incumbent has contact with all levels of District personnel and may have contact with high level officials of the Corps or other federal agencies, Congressional representatives, official of local or state governments, representatives of environmental interest groups, and/or Conservation organizations.

1. Incumbent serves as organization’s expert for the automated Corps of Engineers Financial Management System (CEFMS). Serves as the CEFMS point of contact for the Division. Provides assistance in processing Purchase Requests & Commitments (PR&CS) within the automated system/documents. Serves as a liaison between the Division and the Project Managers/Project Analyst in assuring that all CEFMS data is processed correctly and in a timely manner. Establishes and maintains a CEFMS information library of standard operation procedures and policies. Attends meeting, as required, to receive all updated information on CEFMS and provide guidance to all employees in the Division. Inputs PR&Cs for vehicles, visual services, printings, and any other funding areas relating to office administration. Serves as a Custodian of a Vehicle/Printing and visual service log to ensure funds are available for the daily usage of vehicles when required by particular projects, while tracking to see that funds are obligated within the budget. Ensures funds are within budgetary limitation, as authorized and when required. Prepares travel orders/vouchers itineraries, authorizations and automates travel/computation using CEFMS to allocate funds for the traveler. Ensures approval/certifications are done in CEFMS on all fund obligations. Advises and assists others in Division on the preparation of travel orders and vouchers. Monitors costs involved in overall travel orders/vouchers to adhere to budget guidelines and constraints. Serves as Division point of contact for regulatory interpretation and completion of time and attendance reports. Performs time and attendance and labor reports using CEFMS, ensuring accurate funding work items to be used in charging time and labor to the appropriate project. Prepares overtime requests keeping a control on overtime usage. Uses CEFMS to order supplies and office equipment needed to accomplish the Division mission, maintaining account of finances and budget allocations. Serves as point of contact for outside vendors.

2. Serves as the clerical and administrative focal point for the Division and subordinate branches/sections/units. Obtains information and provides interpretation of regulations, ensuring uniformity in policies and procedures. Develops and implements procedures pertaining to clerical and administrative activities. Maintains operating files, regulatory reference guides, and data necessary for current operations and disseminates to appropriate guidance to Division personnel. Receives visitors and callers to the Division involving inquiries concerning a variety of substantive administrative and/or technical issues. Determines nature of the inquiry, and based on knowledge of Division activities and personnel, refers visitors or callers to appropriate staff person or technical specialist. Assists supervisor and other technical/professional personnel with preparation of technical reports, technical papers, and articles. Submits recommendations for revisions to the originator. Reviews directives and policy guides developed by the District for conformance to style guides. Responsible for the independent preparation and distribution of various reports. Establishes, maintains controls, and follows up to ensure timely accomplishment, distribution, submission, and review of correspondence, suspense's, reports, and other documents. Arranges and attends staff meetings and follows up as necessary to ensure action items are completed as scheduled. Keep supervisor's calendar. Assures proper establishment and maintenance of Division subject matter and administrative files and records accordance with the Modern Army Record Keeping System (MARKS). As assigned, provides support and assistance to flood control personnel, Navigation/Environmental during emergency events. Coordinates printing and maintenance of in-house copier services (copier, fax, etc.) Serves as point of contact for pay & time problems. Continuously monitors pay problems brought up by individual employees and management to identify problem areas and trends and develop plans for corrective action to improve overall operations, understanding and timelines. Conducts a review of T&A to ensure that signatures are proper, hours and labor codes are annotated completely and totaled, and that all records to include leave slips and overtime requests, are submitted (i.e., none missing). Ensures that all other information is filled out correctly on T&A records. Investigates details and determines with whom (i.e., employees, supervisors, timekeepers, financial management, civilian personnel and payroll officer) specific problem causes rest.

3. Serves as alternate for the immediate source of information for the Division concerning personnel issues including initiating personnel actions, incentive awards, training, providing advisory service for benefits, pay issues, leave, etc. Maintains organizational personnel records, as deemed necessary, for Division personnel, ensuring most accurate personnel actions are initiated and completed, and provided to employees. Assists Administrative Officer with the preparation and coordination of Requests for Personnel Action through automated Personnel system. Tracks and maintains status of all automated personnel information and coordinates with the CPAC to obtain information or coordinate actions. Serves as the alternate for the in-processing and orientation new employees regarding general operating procedures of an administrative nature.

4. Assists delegated Hand Receipt Holder for the Division, to ensure property is accounted for and utilized in the office. Maintains a database for assigned Division accountable property, updating as necessary. Assures control of an inventory of expendable and non-expendable property, such as office equipment, furniture, and automatic data processing (ADP) equipment in excess of over one thousand dollars. Conducts periodic surveys to assure that all property is accounted for assures completion of required records. Initiates actions for disposal or turn-in of excess property. Obtains and retains receipts from turned in property. Responds to inquiries and inventories, as requested by Logistics Management Office. Receives and signs for expendable and non-expendable property. Maintains and controls property records.

5. Performs other duties as assigned.

Other Conditions and Requirements

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.

Minimum Education Requirement: High School Diploma

Minimum Experience Requirement:

This position requires the skills of a qualified typist.
This position requires a valid driver’s license.

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.
• A supervisory probationary period may be required.
• Direct deposit of pay is required.
• This position is eligible for situational telework only.

Equal Employment Opportunity (EEO) Policy: The United States government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service or other non-merit factor

To learn more, please visit the Office of Equal Opportunity (https://www.eeoc.gov/federal-sector/federal-employees-job-applicants).

Qualifications - Candidates will be evaluated in accordance with OPM General Schedule (GS) Qualification Standards or Federal Wage System (FWS) Qualifications and Job Elements

GS Standards: https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/

Reasonable Accommodation

Reasonable accommodation is available to qualified employees with disabilities. You can request a reasonable accommodation at any time during the application process, hiring process or while on the job. Requests are evaluated on a case-by-case basis.