Administrative Office Assistant - Department of Commerce - Gaithersburg, MD
Summary
The Administrative Office Assistant will perform and coordinate administrative assistance and clerical activities to support one or more groups in the Systems Integration Division of the Engineering Laboratory.
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Responsibilities
• Serve as an Office Manager by establishing and/or implementing new office procedures; receiving and referring visitors and incoming calls; managing priorities and daily workflow among actions on administrative and clerical matters required by staff; coordinating with other offices; interacting and communicating across all levels of management, staff, and high level officials; collecting program or administrative information from staff, and providing research support to staff by providing information from and into a variety of sources; integrating it for reports, presentations, spreadsheets, using Microsoft Office software: Word, Excel, Powerpoint, Access, Outlook, and Sharepoint.
• Organize, control, establish and maintain paper and electronic file systems for audit purposes and accountability. Maintain data of contacts for correspondence and mailings.
• Manage appointment calendars and schedule meetings for those within and outside the work unit.
• Plan and schedule small and large group meetings, prepare agendas and make arrangements for conferences and meetings for within and across work units. Manage Executive appointment calendars and schedule meetings, VIP tours and other small and large group events with frequent schedule changes.
• Plan, estimate, and arrange reservations and reimbursement for hotels and air/ground transportation, reimbursements, interpret assistance-in-kind policy/procedures and federal travel regulations. Prepare travel documents for domestic and international travel, interact with the travel office; and, reconcile travel vouchers.
• Administer Bank Card Purchases and Reconciliation. Purchase and/or procure office supplies, equipment and services as required.
• Administer Controlled Correspondence Purchases and Reconciliation.
• Administer Time and Attendance.
You must be registered for Selective Service if applicable (www.sss.gov)
You must be suitable for Federal Employment
Time-in-grade/band requirements must be met (if applicable)
You must be able to type 40 words per minute
Applicants must meet requirements by the closing date of this announcement.
Your resume must be complete (i.e., include dates of experience, salary, work schedule, etc.), detailed and relevant to the position.
Qualifications
BASIC QUALIFICATIONS: Applicants must have one year (52 weeks) of specialized experience equivalent to the GS-04 (ZS-II at NIST) level in the federal government. Specialized experience is defined as administrative support to a work unit(s), preparing travel authorizations, time and attendance records, acquisition of goods through purchase card and procurement, and managing calendars.
OR
4 years of education above high school
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.
Qualification requirements in the vacancy announcement are based on the U.S. Office of Personnel Management (OPM) Qualification Standards Handbook, which contains Federal qualification standards. This handbook is available on the OPM website located at http:///www.opm.gov/qualifications
Education
This position allows you to qualify and be considered based on your education. To receive this consideration, please submit a copy of your transcripts to document that you have met the education requirement. Unofficial transcripts will be accepted in the application package. However, official transcripts will be required prior to a final offer of employment.
Foreign education: Qualifying education from colleges and universities in foreign countries must be evaluated in terms of equivalency to that acquired in U.S. colleges and universities. Applicants educated in whole or in part in foreign countries must submit sufficient evidence, including transcripts, to an accredited private organization for an equivalency evaluation of course work and degree. A listing of these accredited organizations can be found on the Department of Education's website - http://ift.tt/2v8tyiP. You must provide a copy of the letter containing the results of the equivalency evaluation with a course by course listing along with your application. Failure to provide such documentation when requested will result in lost consideration.
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