Administrative Support Assistant

Clarification from the agency

This announcement is open to current Architect of the Capitol (AOC), Office of General Counsel employees only. If you are not a current Architect of the Capitol (AOC), Office of General Counsel employee, you will not be considered as eligible.

This announcement is open to current Architect of the Capitol (AOC), Office of General Counsel employees only. 

Responsibilities:

Administrative Support and Office Activities Coordination:

Prepares, tracks and routes documents, reports and correspondence. Reviews and evaluates documents related to special projects and action items.

Assists and advises staff on procedural and administrative actions. Prepares responses based on knowledge of subject matter.

Prepares a variety of materials using a personal computer such as briefings, tables, forms and viewgraphs. 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.

 Manages time and attendance and advises and provides guidance to other administrative assistants or relevant staff. Assists staff with GovTA time and attendance reporting.

Provides guidance on time and attendance issues. Compiles and enters data from required documentation into GovTA. Trains new employees in the use of the agency’s GovTA system.

Manages travel and time and attendance systems and office support.

Prepares and submits requisitions. Makes credit card small purchases of supplies and other office items of low to moderate value. Provides data and records of purchases for reports and audits. Sets up large purchases in FMS.

Office Assistance:

Serves as primary contact for calls and visitors to the office. Receives visitors and incoming telephone calls.

Schedules meetings and travel based on key priorities and engagement needed to deepen leadership connect with the teams and stakeholders.

Schedules, tracks and monitors calendars and appointments. Maintains the calendars for Deputy General Counsel and General Counsel as needed and occasionally maintains calendar for other staff. Records, drafts and finalizes minutes from required meetings.

Correspondence Management:

Composes and reviews outgoing correspondence and action papers submitted to ensure that the materiel is properly prepared, coordination is completed, procedural requirements have been met, grammar is correct and security markings are correctly applied.

Receives and reviews all incoming correspondence, establishing controls on certain items. Routes correspondence to appropriate staff member.

Ensures that confidential records and personally identifiable information (PII) are protected in accordance with AOC requirements and public law. Maintains strict confidentiality on matters of management and issues affecting individual employees, including employee complaints or concerns and oversight agency inquiries.

This is a career ladder position to GS-09 

Conditions of employment

• You must meet the definition of specialized experience.
• Appointment subject to background investigation and favorable adjudication

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

You must meet the United States Office of Personnel Management's (OPM) qualification 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 you with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled.  To be creditable, specialized experience must have been equivalent to at least the next lower grade level.  

Candidates for the (GS-7) grade level must have at least 52 weeks of specialized experience equivalent to the next lower (GS-06) grade level in the Federal service. 

To qualify at the GS-07 level, your resume must clearly demonstrate (2) of the following (3): 

(1) Supporting high-level management in a confidential environment to include managing schedules; (2) Using Microsoft Office suite and other software programs to support and manage administrative activities. (3) Prepares administrative forms.

Candidates for the (GS-08) grade level must have at least 52 weeks of specialized experience equivalent to the next lower (GS-07) grade level in the Federal service. 

To qualify at the GS-08 level, your resume must clearly demonstrate (3) of the following (4):

(1) Supporting high-level management in a confidential environment to include managing schedules; (2) Develops and documents standard procedures to support office operations. (3) Providing customer service in person, by phone and in writing and (4) Serves as the office’s point of contact for training requests (ie: process training requests and monitors training actives).

Candidates for the (GS-09) grade level must have at least 52 weeks of specialized experience equivalent to the next lower (GS-08) grade level in the Federal service.

To qualify at the GS-09 level, your resume must clearly demonstrate all of the following :

(1) Supporting high-level management in a confidential environment to include managing schedules and calendar; (2) Develops and documents standard procedures to support office operations. (3) Providing customer service in person, by phone and in writing (4) Using Microsoft Office suite and other software programs to support and manage administrative activities (5) Prepares and submits payments, requisitions, tracks requisitions and set up large purchases in FMS and coordinate with appropriate staff.

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. Technical Skills

3 . Communication

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).

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.

Next steps