Administrative Support Assistant (Maintenance)

Clarification from the agency

This position is open to all U.S. citizens. Please be advised that federal retired annuitant candidates may only be considered as a temporary employee if the role can be filled in that capacity. Note: This vacancy has an applicant limit of 50 applicants. This vacancy will close at 50 applicants or the closing date, whichever occurs first.

This position is located in the Architect of the Capitol (AOC), Office of the Chief Operating Officer, Superintendent House Office Buildings, Assistant Superintendent Facility Operations Division. The incumbent serves as an Administrative Support Assistant (Maintenance) in one of the various branches of the division and assists with inventory, disposition of supplies, tools and equipment controlled by the branch work site to which assigned. Duties include data collection, scheduling and coordinating and planning work.

The tour of duty for this position is Monday - Friday 6:00 a.m. - 2:30 p.m.

**Duties are stated at the GS-7 level. If selected at the GS-6, candidate will have non-competitive promotion potential to the GS-7.**

Duties include, but are not limited to:

• Provide administrative support services in complex supply operations, coordination, inventory control and accountability of tools and material within the branch.
• Assist in preparing procedures for annual inventories, participates in inventory process and conducts inquiries to determine causes of inventory discrepancies by checking all property records (e.g., purchase orders, surveys, transfers and other available sources).
• Compile information necessary for consideration in survey actions relating to loss, damage or destruction of Government-owned property.
• Contact customers, supply organizations, transportation units and others to obtain material status information, follow-up on urgently required items and expedites delivery of materials to work sites.
• Identify requirements and requisitions, issues or distributes office and administrative supplies, forms, publications or other printed material.
• Receive materials and supplies, stores and monitors the receipt of supplies, parts, tools and materials purchased. 
• Maintain database of part numbers for supplies. Perform periodic audits of inventory. Maintain an inventory of supplies and materials based on usage rates. 
• Examine incoming items to confirm that the items comply with what was requested and notifies the purchaser of discrepancies in quantity, description or usability.  
• Conduct physical inventories and makes adjustments to and/or maintains inventory and stock account records. Initiate, prepare, edit and process requisitions for stock replenishments. 
• Assist in the completion of the annual physical inventory, property disposal and surveys.
• Process demand work orders for building services for Members of Congress, their staffs and others. 
• Coordinate with the shops and Superintendent’s Office to ensure services are provided with minimum interference or disruption of daily operations.
• Collect and organize daily time and attendance records from remote work sites.
• Review time and attendance reports from supervisors for accuracy and completeness.
• Correct and enters data from timesheets and other required documentation into computerized time and attendance database. 
• Provide guidance to supervisors and employees on time and attendance issues and ensures the accuracy of timesheets. Review timesheets and identifies discrepancies.
• Develop one week schedules for each trade based upon demand work orders, preventive maintenance tasks, projects, leave schedules, Congressional schedules and unscheduled work. 
• Assist in the development and maintenance of on-the-job training forms, preventive maintenance task review forms and job hazard analysis forms.
• Perform audits of work orders to confirm completion in accordance to agency policy.
• Review all incoming correspondence and determines whether material has been properly routed, if the subject material or related material has undergone prior review in the office and recommends appropriate staff to conduct the review.
• Draft correspondence on own initiative or at the direction of the supervisor in response to inquiries of a general nature concerning the status of projects or programs of the office or the specific activities of the office.
• Manage log of meetings between office staff and outside groups to assure there are no scheduling conflicts or inefficiencies.
• Serve as a point of contact with outside parties and, as such, are responsible for accurately routing inquiries to the proper staff within or outside of the office.

Perform other relate duties as assigned.

Conditions of employment

• Your resume and question responses must demonstrate the competencies.
• You must meet the specialized experience and/or education requirements.
• You must be able to pass a drug test and background check.
• You must be a U.S. Citizen.

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 (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 General Schedule 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-06 grade level must have at least 52 weeks of specialized experience equivalent to the next lower (GS-05) grade level in the Federal service. 

Specialized experience is defined as:

(1) Providing a variety of services to the occupants of commercial buildings including supporting the daily operations of the buildings;

(2)  Tracking and maintaining supply and equipment and/or conducting and maintaining inventories; and

(3) Routing work orders using an automated system and tracking status of service requests.

Candidates for the GS-07 grade level must have at least 52 weeks of specialized experience equivalent to the next lower (GS-06) grade level in the Federal service. 

(1) Responding to requests for information via mail, phone or in-person and gathering documents and researching data as requested;

(2) Serving as point of contact for time and leave processing on GovTA system, (ex: entering time and attendance data, identifying discrepancies, and monitoring leave usage and conducting leave audits.) in designated divisions; and

(3) Manipulating data to compile, organize, generate and maintain reports and documents utilizing databases, spreadsheets and other electronic applications.

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. Supply and Inventory

5. Oral and Written 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).

• Your resume should include relevant work experience, applicable education and your contact information. For current or previous federal employees, include the pay plan, series and grade.

The Architect of the Capitol's (AOC) job application process is designed to ensure you only provide information necessary to evaluate your qualifications and eligibility for the position vacancy.

To apply for this position, you only need to submit: a) your resume and b) answers to the online vacancy assessment questionnaire. The online questionnaire contains eligibility and screening questions and other relevant information. No additional The Architect of the Capitol's (AOC) job application process is designed to ensure you only provide information necessary to evaluate your qualifications and eligibility for the position vacancy.

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

Your resume should list your education, training and work experience including job titles, employment dates, duties and accomplishments.

Nothing further is required until it is requested by AOC’s Human Capital Management Division. If additional documentation is required for the position, you will be asked to provide it during the interview or selection process. At that time, you may be asked to submit documentation to support statements made in your resume.

For example, you may be asked to provide a copy of your diploma, college transcripts, or proof of Federal employment status. If the position requires licensure or certification, you will be asked to provide proof at the time of selection.

If Veterans’ preference is claimed, you will be asked to submit proof (DD-214, and, if claiming a 10-point preference, a SF-15 and the proof required by that form).

Failure to provide the required documents will end further consideration and/or result in the withdrawal of any tentative job offers.

Next steps