Job Listing: Administrative Support Assistant (OA)

Duty Locations

 1 vacancy - Seward, AK Experience your and build a fulfilling career by joining the National Park Service. The National Park Service preserves unimpaired the natural and cultural resources and values of the national park system for the enjoyment, education, and inspiration of this and future generations.

About the position

This position serves as an Administrative Assistant in the Administration division at Kenai, Alaska. The person selected will assist in preparing and tracking the annual budget for operations, reconcile purchases card expenditures and coordinate with program managers to resolve discrepancies and ensure the accuracy of park records.  The person selected will also prepare monthly reports such as status of funds and program authorizations and will work with other park staff to carry out administrative programs, projects and reviews.

 

Area Information

Seward is located in south central Alaska on the Kanai Peninsula 130 road miles from Anchorage.  A full range of services are available including grocery stores, medical and dental facilities, churches, a theater, gas stations, etc.  Elementary through high school and a vocational school are also available.  Universities and all other services are located in Anchorage.  Seward is located in a maritime climate on the Gulf of Alaska and receives abundant precipitation.  Summer time temperatures range in the 40s – 70s and winter time temperatures typically range from the mid 30s to zero degrees.  Numerous recreational opportunities exist for fishing, sea-kayaking, hiking, biking, skiing, etc.

 

Park housing is not available.

 

More than one vacancy may be filled through this announcement should the need arise.

 

Major Duties

Major Duties at the full performance level GS-5 includes but is not limited to the following:

Prepare and track the annual budget for operations.  Coordinate budget and financial information with park headquarters to resolve discrepancies and insure the accuracy of park records.
Prepare and submit the unit payroll directly through the payroll system and make corrections to payroll records as necessary.  Payroll is unusually complex due to hazardous duty assignments.  Advise district staff regarding leave, overtime, hazard pay, and related requirements.
Coordinate the completion of performance standards and evaluations for the staff for submittal to park headquarters.  Handle routine personnel matters and is responsible for locating the proper resources to assist with more complex personnel issues.  Directly input personnel actions.
Independently complete all hiring and timekeeping forms for emergency hire personnel.
Manage the administration of an extensive volunteer in the parks program within the unit.  Create necessary orientation information, document hours, prepare and track VIP budget.  Analyze program needs and make budgetary and personnel recommendations.
Prepare all travel arrangements, including scheduling with the Office of Aircraft Services (OAS) for contract services.
Serve as an ADP coordinator for the unit and local subject expert for commonly used software programs for word processing, spreadsheet and database management.  Coordinate and work with the headquarters computer specialist and regional staff to develop software needs and programs.
Serve as telephone coordinator for the unit.  Troubleshoot technical problems and work with park and regional staff and local phone company to resolve complex problems.  Responsible for creating and maintaining voice mail and automated attendant system.
Responsible for assuring proper maintenance and operation for a variety of office equipment including fax machines, copiers, printers.
Collaborate with park headquarters and regional office in making arrangements for VIP visits.

How to Apply

A complete Application Package must be received by 11:59 p.m., Eastern Time, on the closing date of Monday, May 05, 2008.

 

To apply for this position, you must provide a complete Application Package, which includes both of the following parts:

(1)     Your responses to the Assessment Questionnaire (completed online or a hard copy Form 1203-FX (Form C)), and

(2)     Your résumé and any other documents specified in the Required Documents section below.

 

Your application package may be submitted in full or in parts via Application Manager, fax, or mail delivery. In other words, you may submit your resume online, then submit your transcripts via fax, then submit your DD-214 via regular mail.

 

Use Application Manager for convenience and quickest processing. Track your progress to a Complete Application Package using the My Application Packages checklist and status displays in Application Manager. (NOTE: Application Manager has a navigation box that appears on the left side of the screen whenever you are working on an Application Package. The items listed in the navigation box are pages you need to visit, and represent steps you need to complete, in order for your Application Package to reach the status of Complete.) Your Application Package status must be Complete by Monday, May 05, 2008.

 

Option A:  Application Manager

To begin, choose ONE of these options:

·         If your résumé is going to be one you prepared outside of USAJOBS Résumé Builder, click this link to begin the process:  Online Questionnaire.

OR

·         If your résumé is going to come from the USAJOBS Resume Builder, you begin the process by clicking the Apply Online button near the bottom of this page. Your résumé will be attached only to the Application Package you complete and Submit immediately after you click the Apply Online button for this job announcement, not to any Application Packages you may already have created.

 

To return to Application Manager at any time, click this link: https://ApplicationManager.org.

 

Option B:  Paper Qualifications Questionnaire

If it is not possible for you to use Application Manager, you can write your answers on paper, and submit the form, with your resume and any supporting documents by fax or by mail.  Obtain and print a copy of the OPM Form 1203-FX (Qualifications and Availability Form C), which you will use to provide your answers. You can obtain the form at this URL http://www.opm.gov/Forms/pdf_fill/OPM1203fx.pdf or by calling USAJOBS by Phone at (703) 724-1850; after the introduction, press 1, and listen for instructions. (Note:  Use the “Instructions for Completing the Hard Copy Questionnaire” below (in the Required Documents section) as a guide to filling out the form.)

 

To Fax:  

·            If you are faxing a Form 1203-FX, do not use a separate cover sheet. Simply make sure the Form 1203-FX is on top of any other documents you are faxing.

·            If you are faxing any documents (such as a resume or transcripts) without the Form 1203-FX on top, always use the official cover sheet which is here -- http://staffing.opm.gov/pdf/usascover.pdf -- and be sure to fill it out completely and clearly.  The information contained on the cover page should match exactly the information you provided to the assessment questionnaire (Vacancy ID number FS183494, your name, and SSN).

The fax number is 1-478-757-3144.  Feed all documents into your fax machine top first so that we receive them right-side up.

 

To Mail:  If you must mail any of your application materials, please use the address shown at the end of this vacancy announcement.  Indicate the vacancy announcement number (FS-183494-AY FY08) on your application materials and on the envelope.  Your application materials will not be returned, so please do not submit original documents that you may need in the future.

Required Documents:

In addition to your responses to the Assessment Questionnaire, the following documents are required:  

 

Resume
A copy of your college transcripts or list of college courses, if applicable
Veterans Preference documentation, if you are claiming veteran preference
CTAP/ICTAP documentation, if applicable
Qualifications (additional documents not listed above)

If you fail to submit all of the required materials, we will not be able to fully process your application, and you may lose consideration for this position.  No additional information will be solicited or accepted after the closing date.

 

RESUME:  In your resume, be sure you provide all of the information requested below:

 

1.       Vacancy Announcement Number (FS-183494-AY FY08), title and grade(s) for which you are applying.

2.       Your full name, mailing address (with zip code) and day/evening telephone numbers (with area code); Social Security Number; Country of Citizenship. If ever employed by the Federal Government, please show the highest Federal civilian grade held, job series, and dates of employment in grade.

3.       Education - High School name, city, state and zip code, date of diploma or GED. For any Colleges and/or Universities attended, include city, state and zip code; major field(s) of study; type and year of degree(s) received. If no degree received, show total credit hours received in semester or quarter hours. 

4.       Work Experience - List each paid or non-paid position held related to the job for which you are applying (do not provide copies of job descriptions). Include job title; duties and accomplishments; number of hours per week; employer's name and address; supervisor's name and phone number; starting and ending dates of employment (month and year); salary. Indicate if your current supervisor may be contacted.

5.       Other Qualifications - Job-related training courses (title and year); job-related skills (e.g., other languages, computer software/hardware, tools, machinery, typing speed, etc.); job-related certificates and licenses; job-related honors, awards, and special accomplishments (e.g., publications, memberships in professional or honor societies, leadership activities, public speaking, performance awards, etc.). Do not send copies of documents unless specifically requested.

 

SUPPORTING DOCUMENTS:

 

College Transcripts - If you are using education or a combination of education and experience to qualify,  or if there are mandatory course requirements for the job, you must submit copies of college transcripts or a list of college courses taken that identify for each course the college or university, semester or quarter hours earned, grade and grade-point received. (Official transcripts are not required.) If your school does not operate on a semester hour (SH) or quarter hour (QH) system (i.e., academic credit is expressed in contract months, units, or other terms that differ from conventional SH/QH), you must include a statement of equivalency from your school equating the school's credits to SH or QH. (This information is often found on the back of college transcripts.) You must submit evidence that any education completed in a foreign institution is equivalent to U.S. educational standards and that you have the required knowledge, skills and abilities for this position.

 

Veterans’ Preference - If you are claiming 5-point veterans’ preference, you must submit a copy of your military discharge certificate, DD-214, or other valid proof of eligibility. If you are claiming 10-point preference, you must submit an Application for 10-Point Veterans' Preference, SF-15, and the required documentation specified on the form. The SF-15 can be downloaded from the USAJOBS website. IF YOU DO NOT SUBMIT ALL OF THE REQUIRED DOCUMENTATION, YOU WILL NOT RECEIVE ADDITIONAL VETERAN PREFERENCE POINTS.

 

Surplus or Displaced Federal Employees:  Eligible Career Transition Assistance Program (CTAP) or Interagency Career Transition Assistance Program (ICTAP) applicants may apply for special selection over other candidates for this position. To exercise selection priority for this vacancy, you must be rated at 85 or above on the rating criteria for this position.  You must submit one of the following as proof of eligibility for the special selection priority:  a separation notice; a “Notice of Personnel Action” (SF-50) noting current or last position, grade level, duty location and documenting separation; an agency certification that you cannot be placed after injury compensation has been terminated; an OPM notification that your disability annuity has been terminated; OR a Military Department or National Guard Bureau notification that you are retired under 5 U.S.C. 8337(h) or 8456.

 

INSTRUCTIONS FOR COMPLETING THE HARD COPY QUESTIONNAIRE (FORM 1203-FX).  If you are applying to this announcement by completing the OPM 1203-FX form instead of using the Online Application method, please use the following step-by-step instructions as a guide to filling out the required questionnaire. You will need to print the vacancy announcement (or at least the following instructions) and refer to it as you answer the questions. You may omit any optional information; however, you must provide responses to all required questions. Be sure to double check your application before submission.

 

Social Security Number

Enter your Social Security Number in the space indicated. Providing your Social Security Number is voluntary, however, we cannot process your application without it.
Vacancy Identification Number

FS183494
1. Title of Job

Administrative Support Assistant (OA)
2. Biographic Data

All biographic information is required, except for country (unless you reside in an overseas area), your telephone number, the contact time and fax number.
3. E-Mail Address

Would you like to be notified by e-mail? If so, please enter your e-mail address in the space provided.
4. Work Information

If you are applying by the OPM Form 1203-FX leave this section blank.

5. Employment Availability

If you are applying by the OPM Form 1203-FX leave this section blank.

6. Citizenship

(Required) Are you a citizen of the United States?
7. Background Information

If you are applying by the OPM Form 1203-FX leave this section blank.

8. Other Information

If you are applying by the OPM Form 1203-FX leave this section blank.

9. Languages

If you are applying by the OPM Form 1203-FX leave this section blank.

10. Lowest Grade

Enter the lowest grade you are willing to accept.
05
11. Miscellaneous Information

If you are applying by the OPM Form 1203-FX leave this section blank.

12. Special Knowledge

If you are applying by the OPM Form 1203-FX leave this section blank.

13. Test Location

If you are applying by the OPM Form 1203-FX leave this section blank.

14. Veteran Preference Claim

Enter your veterans' preference claim. (Note: If you are claiming veterans' preference YOU MUST submit supporting documentation as specified in the vacancy announcement to receive eligibility consideration.)
15. Dates of Active Duty - Military Service

These dates are required if you have claimed veterans' preference, unless you have claimed derived preference (i.e., widow, spouse, etc.). Please use this format: (mm/dd/yyyy)
16. Availability Date

If you are applying by the OPM Form 1203-FX leave this section blank.

17. Service Computation Date

If you are applying by the OPM Form 1203-FX leave this section blank.

18. Other Date Information

If you are applying by the OPM Form 1203-FX leave this section blank.

19. Job Preference

If you are applying by the OPM Form 1203-FX leave this section blank.

20. Occupational Specialties

(Required) The specialty code for this position is:
001 administrative support assistant (OA)
21. Geographic Availability

(Required) The location code for this position is:
0717 Seward, AK
22. Transition Assistance Plan

Complete this section ONLY IF you are a surplus or displaced Federal employee requesting special priority consideration under the Career Transition Assistance Plan (CTAP) or the Interagency Career Transition Assistance Plan (ICTAP). To be considered, you must be a surplus or displaced Federal employee as defined in the regulations, be applying for a vacancy at or below the grade level of the position from which you have been or are being separated (and with no greater promotion potential than your position), and be occupying or have been displaced from a position in the same local commuting area as the vacancy.

Note: To receive consideration for the CTAP or ICTAP, you must submit the necessary supporting documentation as specified in the vacancy announcement.

23. Job Related Experience

If you are applying by the OPM Form 1203-FX leave this section blank.

24. Personal Background Information

If you are applying by the OPM Form 1203-FX leave this section blank.

25. Occupational/Assessment Questions:

MINIMUM QUALIFICATIONS

1. From the descriptions below, select the one statement below that best describes your education or combination of experience and education to meet the basic requirements for this position at the GS-4 level, administrative support work. Mark only one response.

A. I have completed high school and possess at least two years of education beyond the high school level. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school.

B. I have at least one year of full-time specialized experience at the GS-4 level involving progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the administrative support position to be filled; performing all of the following duties: 1) perform personnel duties related to staffing and recruitment procedures; 2) analyze financial and budget information for reports; 3) utilize computer software programs for word processing and database management; 4) prepare and submit records for payroll purposes.
C. I have less than the full amount of education described in A and less than the amount of experience as described in B, but I have a combination of the type of education described in A and the kind of experience described in B. When combining education and experience, first take the total number of semester hours (or equivalent) earned and divide by 18 semester hours (or equivalent): then take the total number of months of experience and divide by 12 months; finally, add the two percentages. The total must equal at least 100 percent to qualify.

D. My education and/or experience is not reflected in any of the above statements.


This section is used to determine if you possess the education and/or experience needed to qualify for this position. FAILURE TO RESPOND TO THESE QUESTIONS WILL RESULT IN AN INELIGIBLE RATING. For each task in the following group, choose the response below that best describes your training and/or experience. Please select only one letter for each item.

KNOWLEDGE OF PERSONAL COMPUTERS AND PROGRAMS

From the statements below, choose the one statement that best identifies your experience and/or training.

A- I have not had education, training or experience in performing this task.
B- I have had education or training in performing the task, but have not yet performed it on the job.
C- I have performed this task on the job. My work on this task was monitored closely by a supervisor or senior employee to ensure compliance with proper procedures.
D- I have performed this task as a regular part of a job. I have performed it independently and normally without review by a supervisor or senior employee.
E- I am considered an expert in performing this task. I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.

2. Process travel vouchers, orders, itineraries, etc. using established travel regulations.

3. Audit and edit files in a word processing system.

4. Maintain and manage a computer database system for records.

5. Generate and create monthly reports for funds and program authorizations.

SKILL IN PERFORMING BUDGETARY AND FINANCIAL DUTIES

6. Reconcile purchase card expenditures.

7. Track and prepare annual budget for operations.

8. Analyze and interpret data for financial documents.

9. Prepare complex financial statements using spreadsheet applications.

ABILITY TO PERFORM PAYROLL AND PERSONNEL TASKS

10. Prepare and process payroll including time sheets and attendance records.

11. Answer questions from staff related to leave and pay issues.

12. Review and complete forms for hiring/recruitment process.

13. Explain regulations and policies related to personnel concerns.

SKILL IN COMMUNICATING ORALLY AND IN WRITING

14. Provide guidance to staff to handle administrative matters.

15. Interpret and apply rules and procedures.

16. Coordinate with Administrative team to disseminate information.

17. Prepare correspondence through gathered information.

ABILITY TO WORK IN A TEAM ENVIRONMENT

18. Consult with departmental staff to resolve discrepancies to ensure the accuracy of records.

19. Perform clerical duties following standard procedures and directions.

20. Provide shared knowledge to assist in problem solving.

21. Work closely with administrative staff to facilitate work in a timely manner.

ABILITY TO TYPE

22. . This position requires a fully qualified typist. A qualified typist is someone who has the ability to type 40 words per minute on a five-minute sample with three or fewer errors. Please indicate your typing ability below by selecting A or B.

A. I can type at least 40 words per minute on a five-minute sample with three or fewer errors.

B. I type less than 40 words per minute based on a five-minute sample with three or fewer errors.

OBTAIN A STATE DRIVER'S LICENSE

23. From the statements below, choose the one statement that best matches your level of driver's license.

A. I have a current, valid state driver's license.
B. I will obtain a state driver's license prior to appointment to this position.
C. I do not currently possess nor will I be able to obtain a driver's license prior to appointment.
 

Contact Information:
Alvina Yan

Phone: (415)281-7072

Fax: (415)281-7076

Email: alvina.yan@opm.gov


Or write:
USOPM San Francisco Services Branch
San Francisco Federal Building
90 Seventh Street Suite 13-300
San Francisco, CA 94103

Fax: (415)281-7076


What To Expect Next:

You will receive notification of your rating and/or referral to the hiring official by mail or e-mail.  If further evaluation or interviews are required you will be contacted directly by the hiring agency.  The agency expects to make selection within 90 days from the closing date of this announcement.