This vacancy is for a GS - 0303 - 8, Administrative Support Assistant (OA) located in the Department of Homeland Security, U.S. Coast Guard, CG ACADEMY ACADEMICS DIVISION. This is a term appointment not to exceed 4 years. However, an extension is possible up to 4 years.
To qualify at the GS-08 grade level, applicants must have at least one (1) full year of specialized experience equivalent to at least the GS-07 grade level in the federal sector. Specialized experience is experience that has equipped you with the particular ability, skill, and knowledge to successfully perform the duties of this position and is typically in or related to this line of work. NOTE: All experience statements (i.e., duties, specialized experience, or occupational assessment questionnaire) copied from this announcement and pasted into your resume will not be considered as a demonstration of your qualifications for this position. Specialized experience must include the following: Identify workflow problems, scheduling conflicts, and other situations with negative impact on organizational efficiency or effectiveness. Provide assistance and direction to secretarial staff at lower organizational levels regarding procedures, administrative requirements, need for information, deadlines, and related items; reviews and edits all outgoing correspondence. Provide guidance and answers questions for staff regarding preparation of correspondence, review and edit the organizations policies and instructions. Reviews incoming mail for distribution to immediate office members, determining items that can be referred to others based on subject matter, supervisor's priorities and policy, and/or established practices. Controls suspense items by maintaining record of receipt and organization to which assigned and establishes tickler file for follow-up. Follows up on suspense items, with assigned organizational element, or secretary, to ensure accomplishment with enough lead time for all necessary review, approval and processing prior to submission. Participates in or is privy to information presented in pre-decisional management/executive meetings. Specialized experience is experience that has equipped you with the particular ability, skill, and knowledge to successfully perform the duties of this position and is typically in or related to this line of work. NOTE: Education cannot be substituted for experience at this grade level. National Service Experience (i.e., volunteer experience): 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. The Office of Personnel management (OPM) must authorize employment offers made to current or former political appointees. If you are currently, or have been within the last 5 years, a political Schedule A, Schedule, C, Non-career SES or Presidential Appointee employee in the Executive Branch, you must disclose this information to the Human Resources Office.
You will serve as a Administrative Support Assistant (OA) and be responsible for providing a wide range of administrative support and assistance to the Provost and/or the immediate staff of the Office based on extensive working knowledge of the organization and substantive programs under the supervisor's control. Being a Coast Guard civilian makes you a valuable member of the Coast Guard team. Typical work assignments include: Acting as the first point of contact to receiving visitors and telephone calls to the office, scheduling appointments, and planning for time and location of meetings in accordance with instructions. Preparing a variety of narrative and statistical material, correspondence, reports, etc., in final form for supervisor's signature. Serving as the office administrator directly responsible for general management and execution of administrative functions. Making travel arrangements, prepares various travel orders and administers travel claims process for staff. Reviewing outgoing correspondence to ensure compliance with procedures and regulations. Managing supervisors' calendars, scheduling appointments and meetings.