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Program Support Assistant - Department of Agriculture - Glenside, PA

Duties

Summary

This position is located in a Plant Protection and Quarantine (PPQ) work unit. The incumbent is part of an overall administrative team for the state and is responsible for such things as budget and fiscal management, travel, payroll, procurement and supply, property, personnel, data processing, records and mail management and the overall administrative management activities of the office they are assigned to.

Salary Information:  First time hires to the Federal government normally start at the lowest rate of the salary range for the grade selected.

This is a term appointment not to exceed 13 months.  Appointment may be extended up to a total of 4 years without re-announcing.  For more details click: Term Appointments

APHIS is an emergency response agency. This means that all Agency employees may be asked or assigned to participate in rotating temporary duty assignments to support emergency programs at some time during their careers with APHIS. For details click: APHIS Emergency Response

Learn more about this agency

Responsibilities

The duties described are for the full-performance level. At developmental grade levels, assignments will be of more limited scope, performed with less independence and limited complexity.

The duties may include, but are not limited to:

• Reviews historical data and collects information using cost-benefit analysis techniques to determine new and recurring fiscal needs. Assists the supervisor in preparing the annual operating budget for their work unit.  Uses automated financial systems to verify accounts and make corrections as needed.  Tracks employee hours by accounting codes, prepares monthly budget estimates, salary and benefit reports, and spreadsheets in order to determine whether projected spending patterns are consistent.
• Electronically creates procurement documents, Prepares AD-700s and procurement requests for forms, publications, equipment, services and supplies and when required submits them to the Office Manager to obtain approval. Orders and purchases equipment and supplies for the office. Processes all invoices for payment. Ensures and properly documents receipt of all purchased items.
• Responsible for timely and accurate Time & Attendance (T&A) reporting.  Utilizes an automated timekeeping system in order to review individual timesheets for adherence to accurate/complete recording of time in pay status, that appropriate transaction and accounting data codes have been assigned, and that documentation is present to reflect approved leave usage.
• Serves as the local primary contact on a full range of personnel activities by providing advice and technical guidance to the supervisor and employees on recruitment procedures, personnel actions, WGIs, performance appraisals, learning contracts, etc. Maintains unofficial personnel files for all employees. Accesses the PATS system to input and track SF-52s, Request for Personnel Action.
• Administers new employee orientation and provides assistance with forms, identifies training, and provides advice on various Agency regulations, guidance, and work and/or administrative processes. As appropriate, requests proper equipment/supplies for new employees. Sends request to Office Manager to obtain badges in order to gain access to remote or secured areas.
• Knowledge of travel regulations, policies and procedures in order to disseminate information and provide training to travelers. Ensures that travelers are aware of changes in the use and documentation of travel card expenses. Prepares travel authorizations. Reviews vouchers to ensure that they are complete and correct. Reviews travel records to ensure that appropriate accounting codes are charged and amends records as appropriate.
• Coordinates training activities and arranges for onsite training (logistics, scheduling). Maintains calendars of available training as well as lists of nominees for specific training. Maintains records of various mandatory training, and coordinates and organizes new officer training (BAST) for new Officers.

Travel Required

Occasional travel - Travel for training and work assignments may be required

Supervisory status

No

Promotion Potential

06

Requirements

Conditions of Employment

• US Citizenship is required.
• Selective Service Registration is required for males born after 12/31/1959.
• Subject to satisfactory completion of one year trial period.
• Valid state driver's license is required at the time of application.

Special Conditions:

• Selection and retention in this position is contingent on a successfully adjudicated FBI National Criminal History Check (fingerprint check) and a background investigation.
• Successful completion of a 1 year trial period (if new hire to the Federal service).
• Travel, transportation, and relocation expenses will not be paid. Any travel, transportation, and relocation expense associated with reporting for duty to this position will be the responsibility of the selected employee.
• This position is eligible for telework within the local commuting area of the duty location of the position. Employee participation in telework is at the discretion of the supervisor.
• Must possess and maintain a valid driver's license as a condition of employment.  Operation of Government owned or leased vehicles may be required.
• The work is primarily sedentary, requiring a minimum of standing and walking. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, stooping, carrying of lights items such as papers, books, or small parts, or driving an automobile. Some supplies, such boxes of copier paper, may weigh up to 40 pounds.

Qualifications

Applicants must meet all qualifications and eligibility requirements by the closing date of the announcement including the following specialized experience and/or education, as identified by grade level.

FOR THE GS-05 LEVEL: Applicants must have one year of specialized experience equivalent to the GS-04 grade level that may have been obtained in the private or public (local, county, state, Federal) sectors which demonstrates

• Experience with records management systems for accountable property.
• Experience with procurement, supply, and property management procedures and regulations in order to monitor and obtain supplies and equipment for multiple program office locations.
• Followed established policies for procurement, maintenance, and disposal of agency-owned and leased vehicles: and meets reporting deadlines for utilization, storage, accidents, and maintenance of the vehicle fleet in use by the program at several different locations.
• Experience using & creating word processing documents, spreadsheets, and database systems to compile information for the production of tables, charts, analyses and reports.

OR

4 Years of successfully completed education above the high school level.

Equivalent combinations of education and experience are qualifying for this grade level.

FOR THE GS-06 LEVEL: Applicants must have one year of specialized experience equivalent to the GS-05 level that may have been obtained in the private or public (local, county, state, Federal) sectors which demonstrates:

• Experience managing office planning, directing, organizing, coordinating and performing work in all administrative areas for multiple, complex programs at multiple work sites.
• Demonstrated ability to communicate effectively both verbally and in writing.  Has provided customer service to the public, cooperators, customers, and colleagues addressing various levels of inquiries, from routine non-technical to more complex technical inquiries.
• Experienced in creating various kinds of procurement documents and submitting them for approval; ordering & purchasing equipment and supplies for the office & field work; while maintaining accurate property inventories for multiple programs.
• Experience with travel regulations and procedures in order to disseminate information; provide training; assist coworkers & supervisory personnel to create travel documents of various types.
• Experienced as a Timekeeper with understanding of multiple TOD types & schedules; various electronic and paper T&A submission programs; and creating leave audits and other crucial reports relating to personnel time and attendance.
• Demonstrates experience with numerous critical HR policies and procedures from complex workers comp issues to EEO, hiring, performance reviews; explaining benefits; and helping employees interface with HR personnel on multiple complex HR issues.

(Note: There is no education substitution for this grade level.)

TRANSCRIPTS are required if:

• You are qualifying for the position based on education.
• You are qualifying for this position based on a combination of experience and education.
• This education must have been successfully completed and obtained from an accredited school, college, or university.

COMBINATION OF EDUCATION & EXPERIENCE AT THE GS-05 GRADE LEVEL: Applicants may have combinations of successfully completed education and specialized experience to meet total qualification requirements. The total percentages must equal at least 100 percent to qualify for that grade level. To learn more about combining education and experience for this series, click the following: Combining Education and Experience for Clerical and Administrative Support Positions

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.

Apply 

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