Administrative Assistant

Summary This vacancy is for a GS-0303-8, Administrative Assistant located in the Department of Homeland Security, U.S. Coast Guard, D5 PLANNING and

Force Readiness Division

-DX in PORTSMOUTH, Virginia. Duties You will serve as an Administrative Assistant and be responsible for principle administrative support for Planning and Force Readiness (dx) and administrative staff (da). Being a Coast Guard civilian makes you a valuable member of the Coast Guard team. Typical work assignments include: Maintaining accurate time records in automated system for the civilian workforce and monitoring validation of time and attendance timecards. Acts as technical expert and program guidance in timekeeping processes. Primary travel Approving Official for temporary duty and local travel transactions for mil/civ and as Authorizing/Approval for travel claims. POC for E-Gov Travel System and technical expert. Overseeing Steady State Mission Critical Surge Staffing processes. District Surge Staffing coordinator and liaison between MACOM POCs and Area/SSS. DAMOB technical expert. Tracks and files all SSS requests and documentation on Sharepoint. Preparing and composing replies to inquiries on administrative matters, office procedures and non-technical aspect. Assembles necessary material to draft correspondence, securing and summarizing information from a variety of sources. Creates forms and charts to meet administrative needs and requests. Reviewing outgoing correspondence to ensure compliance with procedures and regulations, checks for spelling, punctuation, and grammar and completeness of package. Facilitating award preparation for ceremonial presentations. Monitoring office resources, maintains office supplies, and equipment repairs such as copiers, printers, and fax machine. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Reasonable Accommodation Information Qualifications To qualify at the GS-08 grade level, your resume must demonstrate at least one (1) full year of specialized experience equivalent to at least the GS-07 grade level in the federal sector. Specialized experience is experience that has equipped you with the ability, skill, and knowledge to successfully perform the duties of this position and is typically in or related to this line of work. Examples of specialized experience include performing the following types of tasks on a regular basis. Assessing and responding to administrative processing needs and accomplishing planning and implementation of special events and conferences. Basic project management with extensive coordinating activities with subordinate and parallel organizational divisions, as well as higher organizational levels Knowledge of Federal Office of Personnel Management (OPM) and U.S. Coast Guard Civilian Human Resource Management policy and procedures, basic knowledge of Coast Guard units, command structures, AOR's and ranks and rates, and knowledge of administrative concepts/practices and organizational functions procedures of the divisions. NOTE: All experience statements (i.e., duties, specialized experience, or related applicable assessment) copied from this announcement and pasted into your resume will not be considered as a demonstration of your qualifications for this position. NOTE: Education cannot be substituted for experience at this grade level. National Service Experience (i.e., volunteer experience): Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional, philanthropic, religious, spiritual, community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Education This position does not have a positive education requirement. If you are including education on your resume, report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. See Required Documents section for detail. Only experience and education obtained by the closing date of this announcement will be considered.