Administrative Support Assistant Job in Washington, DC

Vacancy No. OCSO-2025-124 Department Architect of the Capitol
Salary $63,307.00 to $90,898.00 Grade 08 to 09
Perm/Temp Permanent FT/PT Full-time
Open Date 1/14/2025 Close Date 1/30/2025
Job Link Apply Online Who may apply Public
Locations:
Washington, DC


Summary

This position is located in Architect of the Capitol (AOC), Office of the Chief Security Officer (OCSO), Assistant Director, Administrative Services Division. The Administrative Support Assistant assists the Chief Security Officer, Deputy Directors, Assistant Directors and staff in the daily administrative operations of the office by performing a variety of administrative, clerical and technical support tasks that facilitate Office and security operations.

This job is open to

Clarification from the agency

See Requirements section of this announcement for information on who may apply.

Duties

The Administrative Support Assistant (ASA) performs a variety of administrative, clerical and technical support to facilitate the workflow of the Office of Chief Security Officer. 

  • Responsible for receiving and logging AOC contractor and personnel ID badge requests into a Microsoft Excel spreadsheet. Processes and delivers AOC Badge applications to US Capitol Police and ID Badge Office. Processes badge de-activations upon separations.
  • Initiates purchase orders for small purchases with approved vendors. Uses FMS to set-up procurements and modifications. Prepares correspondence management record (CMR) and OCSO internal coordination management forms to control correspondence routing. 
  • Initiates actions in EmpowHR for position action requests (PAR) requests involving hiring, promotions, extensions, awards, etc. Creates and distributes position certifications on Monster.com.
  • Receives visitors and incoming telephone calls. Responds to inquiries or directs the caller to an appropriate resource. 
  • Uses advanced functions of a wide range of office automation software to perform such tasks as preparation of reports and briefing documents, maintenance of fiscal records and tracking the status of a number of important projects assigned to the office.  Updates, revises, sorts, calculates and manipulates data in spreadsheets and databases to meet multiple reports formats and produce standard reports. 
  • Processes requests for identification cards and security clearances.
  • Takes appropriate action to obtain office equipment and replacement of office supplies. Evaluates office procedures consisting of numerous functions at varying levels of difficulty. The ASA recommends changes in office policy to management or takes initiative to execute improvements to those processes, ensuring the stability of overall operations.
  • Provides input in matters concerning internal administrative issues and is responsible to follow up on commitments made in related meetings to ensure that pending issues are addressed by the appropriate personnel.
  • Serves as timekeeper for all Web/TA time and attendance reporting for the OCSO. Provides assistance to supervisors regarding Family and Medical Leave Act (FMLA) information.
  • Serves as travel coordinator and transit benefit coordinator for all OCSO staff.
  • Performs tasks in support of OCSO staff parking requests.
  • Runs monthly budget information reports and provides data to the supervisor who uses it for analysis and preparation of budget status reports. Develops forms, spreadsheets (e.g., CMRs, budget data, project projections) and other record keeping or tracking instruments (including proof of receipt) to improve efficiency, security and control of documents, correspondence or other information.
  • Coordinates the purchase of equipment and supplies for the organization by ascertaining the needs of subordinate offices and consolidating their requests into a single request for the organization as a whole. Acquires equipment and services through standard procedures for procuring, authorizing, controlling and justifying the purchases.

Performs other related duties as assigned.

The incumbent is responsible for utilizing a thorough knowledge of and compliance with applicable AOC and OSHA safety rules and regulations to ensure that work progresses in a safe manner and to initiate or take corrective action on unsafe conditions in managed areas. Provides or receives training, either on the job or through classroom training, to ensure that required Personal Protective Equipment (PPE) is utilized.

Requirements

Conditions of Employment

  • Your resume and question responses must demonstrate the job-related KSAs.
  • You must meet the definition of specialized experience.

To be employed by the Architect of the Capitol in a paid position, an individual must meet one of the categories below:

  • A citizen of the United States;
  • A person who is lawfully admitted for permanent residence and is seeking citizenship as outlined in 8 U.S.C. 1324b(a)(3)(B);
  • A person who is admitted as a refugee under 8 U.S.C. 1157 or is granted asylum under 8 U.S.C. 1158 and has filed a declaration of intention to become a lawful permanent resident and then a citizen when eligible;
  • A person who owes allegiance to the United States (nationals of American Samoa, Swains Island, and the Northern Mariana Islands, and nationals who meet other requirements described in 8 U.S.C. 1408); or
  • A person who is currently an officer or employee of the Government of the United States.

Qualifications

ou must meet the United States Office of Personnel Management's (OPM) qualification requirements (including specialized experience and/or educational requirements) for the advertised position.  You must meet all eligibility and qualifications requirements by the closing date of the job announcement.  Additional information on the qualification requirements is outlined in the OPM Qualifications Standards Handbook of General Schedule Positions.  It is available for your review on the OPM web site at OPM qualification standards

Specialized Experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position and is typically in or related to the work of the position to be filled. To be creditable, an applicant's one full year (52 weeks) of specialized experience must demonstrate the knowledge, skills, and abilities necessary for successful job performance.

To qualify at the GS-08 level, your resume must clearly demonstrate that you have one full year (52 weeks) of specialized experience comparable in difficulty and responsibility to at least the GS-12 level in the federal service. Examples of qualifying experience include the following types of tasks performed on a regular and recurring basis:

(1)Supporting organization leadership in a confidential environment to include calendar management and scheduling, making travel arrangements, and organizing events;

(2) Using Microsoft Office suite and other software programs to support administrative activities; 

(3) Providing customer service in person, by phone and in writing; and

(4) Processing timesheets using an automated system.

To qualify at the GS-09 level, your resume must clearly demonstrate that you have one full year (52 weeks) of specialized experience comparable in difficulty and responsibility to at least the GS-12 level in the federal service. Examples of qualifying experience include the following types of tasks performed on a regular and recurring basis:

(1)Supporting organization leadership in a confidential environment to include calendar management and scheduling, making travel arrangements, and organizing events;

(2) Using Microsoft Office suite and other software programs to support and manage administrative activities to include drafting, reviewing, and editing documents, spreadsheets, and presentations.

(3) Updating and maintaining an automated records management system; and

(4) Processing timesheets and reviewing leave discrepancies using WebTA within a large scale federal organizations.

Additional information

Welcome Veterans. The Veterans Employment Opportunities Act of 1998 (VEOA) gives veterans' preference rights in the legislative branch to certain veterans as applied by the Congressional Accountability Act. Veterans' preference is applied on this vacancy announcement. If you are a veteran and have been separated under honorable conditions, you must submit a copy of your DD-214 or other proof of eligibility; SF-15, if applicable; and Department of Veterans Affairs documentation of disability, if applicable. For more information, please visit OPM vet guide

If you are a male applicant born after December 31, 1959, you must certify that you have registered with the Selective Service System.  If you are exempt from registration under Selective Service Law, you must provide appropriate proof of exemption. Please visit the Selective Service System website for more information.

DRUG TESTING: The Architect of the Capitol (AOC) is a Drug Free Workplace. As part of the AOC’s suitability assessment, a candidate tentatively selected for a position who is not currently an AOC employee is required to submit to screening for illegal drug use. Satisfactory completion of a drug test is a condition of employment with the Agency. A candidate must test negative prior to being eligible for appointment into a position. We will schedule, provide, and cover the cost for the drug test.
 
The selectee(s) under the vacancy announcement for this position is subject to a criminal record check by the U.S. Capitol Police and satisfactory adjudication to be eligible for employment at the Architect of the Capitol.
 
The Architect of the Capitol is an E-VERIFY Participant. E-VERIFY is an Internet-based system that compares information from an employee's Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security (DHS) and Social Security Administration records to confirm employment authorization in the United States. If you are selected for this position, the documentation that you present for purposes of completing the DHS Form I-9 will be verified through the DHS "E-VERIFY" electronic system. For more information on E-Verify, please visit http://www.dhs.gov/files/programs/gc_1185221678150.shtm

The Architect of the Capitol is an Equal Opportunity Employer and prohibits discrimination on the basis of race, color, sex, religion, age, national origin, genetic information, sexual orientation and/or disability.
This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency. The decision on granting reasonable accommodation will be on a case-by-case basis.
 
Moving expenses are not authorized.
 
Relocation expenses are not authorized.
 
Probationary Period- A newly appointed selectee(s) is subject to the completion of a one-year trial/probationary period, regardless of whether or not a trial/probationary period has been completed previously with the Architect of the Capitol or another Federal agency.

This vacancy announcement may be used to fill additional vacancies in any of the jurisdictions of the Architect of the Capitol.
All application materials become the property of the Architect of the Capitol.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

A variety of health insurance plans; retirement system with investment options; paid holidays; paid sick and annual (vacation) leave; life insurance; incentive systems; subsidized transportation; training and development opportunities, etc.

The Architect of the Capitol offers eligible employees opportunity to participate in the Student Loan Repayment Program.

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Review your resume and responses carefully. Your eligibility for consideration and qualifications for the position will be determined based upon a review of your detailed resume and your responses to job specific self-assessment questions.  
Your resume will be evaluated based on evidence of your ability to demonstrate the knowledge, skills, and abilities (KSAs) for this position, possession of any specialized experience, and how well your background and experience relates to the self-assessment questions in the job announcement.  The self-assessment questions relate to the following knowledge, skills, abilities, and competencies:

1. Administrative Support

2. Computer Skills

3. Customer Service

4. Effective Interpersonal Skills

Your responses to the self assessment questions serve as the basis for your initial rating.  You will receive a numerical score based on your responses to these questions.  Next, your responses will be evaluated by a Human Resources Specialist and/or a subject matter expert against the information provided in your resume and optional cover letter.    Your resume must support your answers to the self assessment questions.  Falsifying your background, education, and/or experience is cause for not hiring you or disqualification for further consideration. 
Please note that a complete application is required for consideration. (Please review the “Required Documents” section of this job announcement to see what must be included in a complete application).


You may preview questions for this vacancy.

Required Documents

The Architect of the Capitol's job application process is designed to ensure that we only ask you for the information that is absolutely needed to evaluate your qualifications and eligibility for the position.

To apply for this position, you only need to submit online the following: a) your resume and 2) answer the online vacancy assessment questionnaire. The online questionnaire contains eligibility and screening questions and other relevant supplemental information. No additional documentation or attachment is required at the time of application. 

We ask that you prepare and submit a resume that best describes fully your background experience, skills, abilities, education, training and other relevant credentials. The resume should include dates of employment.

Nothing further is required until it is requested by the staff of the Human Capital Management Division. If additional documentation is required for a position, you will be asked to provide it during the selection process or upon selection. At that point, we may ask you to submit documentation to support statements made in your resume.

For example, we may ask you to provide documents such as college transcripts, copy of diploma or proof of Federal employment status. If the position requires a license or certification, we will ask candidate(s) to provide proof at the time of selection.

If you are claiming veterans' preference, we may ask you to submit proof of Veterans preference (DD-214, and, if claiming 10-point preference, the SF-15 plus proof required by that form).

If you fail to provide the required documents, we will withdraw a tentative job offer made and/or remove you from further consideration.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply

You MUST apply online. FORMS RECEIVED BY FAX, EMAIL OR U.S. POSTAL SERVICE DELIVERY WILL NOT BE ACCEPTED.

If you are a new user to the USAJobs Site and have never registered for an account; you will first need to create an account profile with your basic contact information and a resume to begin applying.  You must be a registered USAJobs user AND you must be signed-in to your account in order to apply for this position.  For help setting up an account or for general help using USAJobs, go to USAJobs Help Page.
 
NEED HELP?
If you experience any difficulties with the application site, help is available!  If you have problems completing your on-line application, contact the Monster Hiring Management Help Desk at 1-866-656-6831 or by e-mail at MGSHELP@monster.com. The help desk is available Monday - Friday 7:00 a.m. to 7:00 p.m. Eastern Time.  You may call and leave a voice mail message at all other times. 
All required supporting documents will be collected electronically via the USAJobs “Saved Documents” feature.

If you are unable to apply on-line, you may visit our Employment Center for technical assistance in entering your application. The Employment Center is located at 441 Second & D Streets S.W., Washington, D.C., Room H2-178, and is open Monday through Friday from 8:00 a.m. to 4:00 p.m. You may call (202) 226-7000 for directions.

Agency contact information

Clarissa Anderson
Phone
202-215-4316
Fax
202-226-9755
Email
clarissa.anderson@aoc.gov
Address
Architect of the Capitol
2nd and D Street, S.W.
Washington, District of Columbia 20515
United States
Learn more about this agency

Next steps

You will receive a notice generated by the USAJobs System when you have successfully submitted your application. We will review your application and transcript(s) (if you are qualifying based on education) to ensure you meet the basic qualification requirements.

You can check the status of your application by logging into http://www.usajobs.gov. You may also sign up to receive automatic emails anytime the status of your application has changed by logging into your USAJobs Account, editing your profile and changing the ‘Notification Settings’ to indicate that you want to be notified by email when the status changes. Information regarding the status of your application should be updated in the system within 2 weeks after the closing date of this job announcement.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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