Duties
Responsible for daily deposits, department purchasing, receiving, and maintaining financial documents. Creates, tracks, and logs invoices, and creates purchase request forms. Ensures supporting documents are uploaded, and maintains proper documentation for credit card purchases, ensuring the credit card machine is properly maintained, transactions tracked and settled. Matches invoices with purchases and maintains inventory of supplies and property lists. Updates and maintains hours of operations and holiday hours, coordinating with stakeholders to create final documents. Manages and tracks reward program logs. Assists in maintaining office operations such as print shop trackers, advertising and sponsorship trackers, safety logs, employee injury reporting forms, and employee listings, ensuring timely updates to regulations and directives. Maintains files, regulations and directives, and updates as required. Receives visitors and incoming calls, answering routine inquiries or directing them to appropriate individuals. Prepares and types various correspondence, forms, and reports using word processing, desktop publishing, and other software tools. Transmits and receives documents electronically and manages schedules through integrated cloud-based platforms. Actively engages customers at tabletop events, plans, and executes setup and tear down. Assists in the creation, proofreading, and distribution of marketing content for supervisor approval. Formats various documents, such as flyers, brochures, posters, and reports, using software tools to automate layout, text, and graphic placement. Utilizes desktop publishing, word processing, calendar, and other software packages to process materials with various styles and text arrangements (e.g., spreadsheets, flyers, brochures, calendars, posters, pamphlets, and booklets). Refers to sample documents and correspondence manuals to ensure proper presentation. When macros are unavailable, manually formats documents by adjusting text, graphics, and images in multiple styles and sizes. Supports the team in preparing publications and accompanying materials for distribution. Assists the print shop with collating and is responsible for delivering marketing materials to facilities. Maintains the customer feedback comment card program using specialized software and online survey platforms. Uses automated time accounting software to update and maintain employee records, ensuring accurate timecard data and forwarding it to payroll systems. Ensures efficient use of office productivity software, adopting new software tools and technologies to improve workflow, enhance productivity, and foster effective communication within the office. Collaborates with team members through digital platforms to streamline administrative tasks. Adheres to the AP Stylebook.
If interested in applying for this position you may preview the online application: https://apply.usastaffing.gov/ViewQuestionnaire/12668466
Requirements
Conditions of Employment
- This position requires satisfactory completion of pre-employment checks in accordance with Air Force and DoD policy, and a Tier 1 background investigation with favorable results.
- This position has a physical lifting requirement which requires the incumbent to complete a favorable pre-employment physical.
- This position has been identified as a Test Designated Position (TDP). The incumbent of this position will be subject to and must consent to a pre-employment and random drug testing.
Qualifications
Who May Apply: Open to everyone. Applicants will be categorized by preference(s) and/or priority consideration eligibilities. An applicant's eligibility will be determined based on eligibility claimed in the questionnaire and proof of eligibility MUST be provided with application by the closing date, 01/20/2025
Business Based Action, Military Spouse Preference, Outside Applicant Veteran, Spouse/Widow/Parent of Veteran, and Transition Hiring Preference
In order to qualify, you must meet the experience requirements described below. 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). You will receive credit for all qualifying experience, including volunteer experience. Your resume must clearly describe your relevant experience; if the position allows for qualifying based on education, your transcripts will be required as part of your application.
Qualifying Experience:
Must be able to operate complex office machinery, such as digital color printers/copiers, folding machines, and various types of cutters, with basic instructions. Demonstrates working knowledge of computer systems and basic office tasks, including correspondence formats, grammar, and spelling. Previous clerical office experience or coursework is required, with a preference for proficiency in Microsoft Office software (Word, PowerPoint, Excel) and other related software. Experience with Force Support programs and functions is preferred. Must possess strong customer service skills and the ability to effectively engage with the public. Standing for extended periods may be necessary when operating office equipment. Experience should include a general understanding of marketing/advertising principles and practices, as well as the ability to conduct research, select and compose materials, and maintain organized files. Specialized experience in designing and laying out advertising copy and artwork using desktop publishing and word processing software is required. Must be able to read, write, and speak English proficiently. Physical ability to frequently lift and carry objects weighing up to 40 pounds is required. A valid driver's license is necessary.
You will be evaluated on the basis of your level of competency in the following areas:
Education
Some federal jobs allow you to substitute your education for the required experience in order to qualify. This position does not allow for education substitution.
FOREIGN EDUCATION: Education completed in foreign colleges or universities may be used to meet the requirements. You must show proof the education credentials have been deemed to be at least equivalent to that gained in conventional U.S. education program. It is your responsibility to provide such evidence when applying.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Your resume and supporting document will be evaluated against the qualifications of the position.
Once the announcement has closed, a review of your application package (resume, supporting documents, and responses to the questionnaire) will be used to determine whether you meet the qualification requirements listed on this announcement. If you are minimally qualified, your resume and supporting documentation will be compared against your responses to the assessment questionnaire to determine your level of experience. If, after reviewing your resume and/or supporting documentation, a determination has been made that you have inflated your responses to meet the position's qualifications and/or experience, you may lose consideration for this position. Please follow all instructions carefully when applying, errors or omissions may affect your eligibility.
You should list any relevant performance appraisals and incentive awards in your resume as that information may be taken into consideration during the selection process. If selected, you may be required to provide supporting documentation.
To better expedite the hiring process, we recommend including full contact information (name, address, phone number, email, etc.,) for professional and personal references on your resume.
Required Documents
Required documents may vary based on the eligibility you are claiming (i.e., applying as a Military Spouse Preference - MSP, applying as a veteran, applying as a current federal employees, applying as a displaced employee, etc.,). The below document(s) are required and MUST be submitted with your application by the closing date of this job announcement:
Your resume may be submitted in any format and must support identified the general or specialized experience described in this announcement. If your resume includes a photograph or other inappropriate material or content, it will not be used to make eligibility and qualification determinations and you may not be considered for this vacancy.
Other accepted documents to support a qualification and/or claimed preference/priority eligibility may include:
- Cover Letter
- DD-214/ Statement of Service
- Diploma/ GED
- Disability Letter (VA)
- License
- Other (1)
- Other (2)
- PCS Orders
- Professional Certification
- Proof of Marriage Status
- Resume
- Separation Notice (RIF)
- SF-50/ Notification of Personnel Action
- Transcript
As described above, your
complete application includes your resume, your responses to the online questionnaire, and supporting documents which prove your claimed eligibility. If you fail to provide these documents, you will be marked as having an incomplete application package and you will not be considered any further.
NOTE: Documents submitted as part of the application package to include supplemental documents may be shared beyond the Human Resources Office. Some supplemental documents such as military orders and marriage certificates may contain personal information for someone other than you. You may sanitize these documents to remove another person's personal information before you submit your application. You may be asked to provide an un-sanitized version of the documents if you are selected to confirm your eligibility.
How to Apply
To be considered for this vacancy you must apply and complete the online questionnaire and submit the documentation specified in the Required Documents section above.
The complete application package must be submitted by 11:59 PM (EST) on 01/20/2025 to receive consideration.
To begin, click Apply to access the online application. You will need to be logged into your USAJobs account to apply. If you do not have a USAJobs account, you will need to create one before beginning the application.
Follow the prompts to select your resume and/or other supporting documents to be included with your application package. You will have the opportunity to upload additional documents to include in your application before it is submitted. Your uploaded documents may take several hours to clear the virus scan process.
After acknowledging you have reviewed your application package, complete the Include Personal Information section as you deem appropriate and click to continue with the application process.
You will be taken to the online application which you must complete in order to apply for the position. Complete the online application, verify the required documentation is included with your application package and submit the application. You must re-select your resume and/or other documents from your USAJobs account and designate the document type when submitting your application. Failure to complete this portion will result in an incomplete application package and you will not be further considered for this vacancy.
It is your responsibility to ensure your application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date.
Additional information on how to complete the online application process and submit your online application may be found on the https://help.usastaffing.gov/Apply/index.php?title=Applicant
To verify or check the status of your application, log into your USAJobs account. Once logged in, the Welcome screen lists your applications, your application status and the date it was last updated. For information on what each Application Status means, visit: https://www.usajobs.gov/Help/how-to/application/status
Next steps
If you provided an email address, you will receive an email message acknowledging receipt of your application. Times may vary during the hiring process, as your application status updates/changes you will be notified with a notification letter via email.