Summary This position is located in Architect of the Capitol (AOC), Office of the Chief Security Officer (OCSO), Assistant Director, Administrative Services Division. The Administrative Support Assistant assists the Chief Security Officer, Deputy Directors, Assistant Directors and staff in the daily administrative operations of the office by performing a variety of administrative, clerical and technical support tasks that facilitate Office and security operations. Responsibilities The Administrative Support Assistant (ASA) performs a variety of administrative, clerical and technical support to facilitate the workflow of the Office of Chief Security Officer. Responsible for receiving and logging AOC contractor and personnel ID badge requests into a Microsoft Excel spreadsheet. Processes and delivers AOC Badge applications to US Capitol Police and ID Badge Office. Processes badge de-activations upon separations. Initiates purchase orders for small purchases with approved vendors. Uses FMS to set-up procurements and modifications. Prepares correspondence management record (CMR) and OCSO internal coordination management forms to control correspondence routing. Initiates actions in EmpowHR for position action requests (PAR) requests involving hiring, promotions, extensions, awards, etc. Creates and distributes position certifications on Monster.com. Receives visitors and incoming telephone calls. Responds to inquiries or directs the caller to an appropriate resource. Uses advanced functions of a wide range of office automation software to perform such tasks as preparation of reports and briefing documents, maintenance of fiscal records and tracking the status of a number of important projects assigned to the office. Updates, revises, sorts, calculates and manipulates data in spreadsheets and databases to meet multiple reports formats and produce standard reports. Processes requests for identification cards and security clearances. Takes appropriate action to obtain office equipment and replacement of office supplies. Evaluates office procedures consisting of numerous functions at varying levels of difficulty. The ASA recommends changes in office policy to management or takes initiative to execute improvements to those processes, ensuring the stability of overall operations. Provides input in matters concerning internal administrative issues and is responsible to follow up on commitments made in related meetings to ensure that pending issues are addressed by the appropriate personnel. Serves as timekeeper for all Web/TA time and attendance reporting for the OCSO. Provides assistance to supervisors regarding Family and Medical Leave Act (FMLA) information. Serves as travel coordinator and transit benefit coordinator for all OCSO staff. Performs tasks in support of OCSO staff parking requests. Runs monthly budget information reports and provides data to the supervisor who uses it for analysis and preparation of budget status reports. Develops forms, spreadsheets (e.g., CMRs, budget data, project projections) and other record keeping or tracking instruments (including proof of receipt) to improve efficiency, security and control of documents, correspondence or other information. Coordinates the purchase of equipment and supplies for the organization by ascertaining the needs of subordinate offices and consolidating their requests into a single request for the organization as a whole. Acquires equipment and services through standard procedures for procuring, authorizing, controlling and justifying the purchases. Performs other related duties as assigned. The incumbent is responsible for utilizing a thorough knowledge of and compliance with applicable AOC and OSHA safety rules and regulations to ensure that work progresses in a safe manner and to initiate or take corrective action on unsafe conditions in managed areas. Provides or receives training, either on the job or through classroom training, to ensure that required Personal Protective Equipment (PPE) is utilized. Requirements Conditions of Employment Your resume and question responses must demonstrate the job-related KSAs. You must meet the definition of specialized experience. To be employed by the Architect of the Capitol in a paid position, an individual must meet one of the categories below: A citizen of the United States; A person who is lawfully admitted for permanent residence and is seeking citizenship as outlined in 8 U.S.C. 1324b(a)(3)(B); A person who is admitted as a refugee under 8 U.S.C. 1157 or is granted asylum under 8 U.S.C. 1158 and has filed a declaration of intention to become a lawful permanent resident and then a citizen when eligible; A person who owes allegiance to the United States (nationals of American Samoa, Swains Island, and the Northern Mariana Islands, and nationals who meet other requirements described in 8 U.S.C. 1408); or A person who is currently an officer or employee of the Government of the United States. Qualifications ou must meet the United States Office of Personnel Management's (OPM) qualification requirements (including specialized experience and/or educational requirements) for the advertised position. You must meet all eligibility and qualifications requirements by the closing date of the job announcement. Additional information on the qualification requirements is outlined in the OPM Qualifications Standards Handbook of General Schedule Positions. It is available for your review on the OPM web site at OPM qualification standards Specialized Experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position and is typically in or related to the work of the position to be filled. To be creditable, an applicant's one full year (52 weeks) of specialized experience must demonstrate the knowledge, skills, and abilities necessary for successful job performance. To qualify at the GS-08 level, your resume must clearly demonstrate that you have one full year (52 weeks) of specialized experience comparable in difficulty and responsibility to at least the GS-12 level in the federal service. Examples of qualifying experience include the following types of tasks performed on a regular and recurring basis: (1)Supporting organization leadership in a confidential environment to include calendar management and scheduling, making travel arrangements, and organizing events; (2) Using Microsoft Office suite and other software programs to support administrative activities; (3) Providing customer service in person, by phone and in writing; and (4) Processing timesheets using an automated system. To qualify at the GS-09 level, your resume must clearly demonstrate that you have one full year (52 weeks) of specialized experience comparable in difficulty and responsibility to at least the GS-12 level in the federal service. Examples of qualifying experience include the following types of tasks performed on a regular and recurring basis: (1)Supporting organization leadership in a confidential environment to include calendar management and scheduling, making travel arrangements, and organizing events; (2) Using Microsoft Office suite and other software programs to support and manage administrative activities to include drafting, reviewing, and editing documents, spreadsheets, and presentations. (3) Updating and maintaining an automated records management system; and (4) Processing timesheets and reviewing leave discrepancies using WebTA within a large scale federal organizations. Education Additional Information Welcome Veterans. The Veterans Employment Opportunities Act of 1998 (VEOA) gives veterans' preference rights in the legislative branch to certain veterans as applied by the Congressional Accountability Act. Veterans' preference is applied on this vacancy announcement. If you are a veteran and have been separated under honorable conditions, you must submit a copy of your DD-214 or other proof of eligibility; SF-15, if applicable; and Department of Veterans Affairs documentation of disability, if applicable. For more information, please visit OPM vet guide If you are a male applicant born after December 31, 1959, you must certify that you have registered with the Selective Service System. If you are exempt from registration under Selective Service Law, you must provide appropriate proof of exemption. Please visit the Selective Service System website for more information. DRUG TESTING: The Architect of the Capitol (AOC) is a Drug Free Workplace. As part of the AOC’s suitability assessment, a candidate tentatively selected for a position who is not currently an AOC employee is required to submit to screening for illegal drug use. Satisfactory completion of a drug test is a condition of employment with the Agency. A candidate must test negative prior to being eligible for appointment into a position. We will schedule, provide, and cover the cost for the drug test. The selectee(s) under the vacancy announcement for this position is subject to a criminal record check by the U.S. Capitol Police and satisfactory adjudication to be eligible for employment at the Architect of the Capitol. The Architect of the Capitol is an E-VERIFY Participant. E-VERIFY is an Internet-based system that compares information from an employee's Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security (DHS) and Social Security Administration records to confirm employment authorization in the United States. If you are selected for this position, the documentation that you present for purposes of completing the DHS Form I-9 will be verified through the DHS "E-VERIFY" electronic system. For more information on E-Verify, please visit http://www.dhs.gov/files/programs/gc\_1185221678150.shtm The Architect of the Capitol is an Equal Opportunity Employer and prohibits discrimination on the basis of race, color, sex, religion, age, national origin, genetic information, sexual orientation and/or disability. This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency. The decision on granting reasonable accommodation will be on a case-by-case basis. Moving expenses are not authorized. Relocation expenses are not authorized. Probationary Period- A newly appointed selectee(s) is subject to the completion of a one-year trial/probationary period, regardless of whether or not a trial/probationary period has been completed previously with the Architect of the Capitol or another Federal agency. This vacancy announcement may be used to fill additional vacancies in any of the jurisdictions of the Architect of the Capitol. All application materials become the property of the Architect of the Capitol.