Administrative Assistant

VACANCY ANNOUNCEMENT OPEN DATE: September 16, 2024 CLOSING DATE: September 30, 2024 POSITION TITLE: Administrative Support Assistant TYPE OF POSITION: 13-month term Appointment with possibility for Benefits, Excepted Service (may be extended up to 4 years). WORK SCHEDULE: Full-time, Monday – Friday, telework eligible (not remote) ANNOUNCEMENT #: WS OR 20240916 SERIES/GRADE: GS-0303-4/5 FULL PERFORMANCE LEVEL: GS-0303-5 LOCATION: Portland, OR SALARY: $38,050 - $55,339 GS Locality Pay Tables can be accessed at https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/pdf/2024/RUS.pdf WHO MAY APPLY: Must be a U.S. Citizen Must be 18 years old If you are a male born after December 31, 1959 and are at least 18 years of age, civil service employment law (5 U.S.C. 3328) requires that you must be registered with the Selective Service System, unless you meet certain exemptions (proof of registration and/or exemption required). Website: http://www.sss.gov. REQUIRED DOCUMENTS: Resume that includes: 1) Personal information such as name, address, contact information 2) Education 3) Detailed work experience related to this position as described in the announcement including: · Work schedule including hours per week · Dates of employment. · Title, series, grade (if applicable) · (Jobs should include hours worked and from and to dates worked, in this format DD/MO/YR) ex. Papa Johns 35 hours a week from 03/12/79-10-12 82) 4) All supervisors' phone numbers and if they may be contacted 5) Other qualifications · Transcripts (if qualifying on education, education must have been obtained from an accredited institution. Education completed in a foreign institution must include an evaluation by an organization that specializes in interpretation of foreign education programs that it was deemed equivalent to an accredited U.S. education program, see: Foreign Education Evaluation. All transcripts must be in English or include an English translation.) · DD-214 (Member 4 copy) · VA letter required for applicable Veteran preference. · Current active-duty members must submit a certification that they are expected to be discharged or released from active duty under honorable conditions not later than 120 days after the date the certification is submitted. HOW TO APPLY: Additional materials not listed above (i.e. position descriptions, training certificates, etc.) may not be considered. Applicants who do not submit the required items listed above may not be considered. Applications with all supporting documents must be submitted to the contact office and must be RECEIVED by the CLOSING DATE of this announcement. Interested individuals should send a resume, transcripts, veteran documentation (if applicable) to the address listed here: CONTACT OFFICE: USDA APHIS Wildlife Services Kevin Christensen, State Director 6035 NE 78th Court, Ste 100 Portland, OR 97218 | (503) 820-2751 kevin.l.christensen@usda.gov DUTIES: · Assists with reviewing a variety of administrative reports and records. · Receives and prepares for depositing checks submitted to the office/program unit for payment of Cooperative Service Agreements and Cooperative Service Field (Over-the-Counter) Agreements. · Prepares and submits the necessary vehicle reports/information to include fleet management credit card transactions, mileage and service logs, and quarterly and monthly reports, and enters related data in fleet management and/or other appropriate systems. · Maintains administrative and program files in accordance with Federal records management policies, procedures, schedules and guidelines, APHIS policies, and the WS File Plan. · Serves as office/program unit receptionist. Appropriately distributes incoming and outgoing mail, packages, and faxes, including a variety of information and supplies to field staff. Accurately addresses outgoing mail and packages and sends via the appropriate shipping method. · Enters and retrieves information from a variety of computer systems and helps other employees in the use of these systems. Assists with reviewing a variety of administrative reports and records. · Assists employees in the use of the travel system. · Assists the office/program unit in responding to common Freedom of Information Act (FOIA) requests and Department or Agency data calls. · Receives and inventories purchases and deliveries. · Provides administrative and clerical support to an office/program unit within WS. · Ensures that transfers, disposals, and other property transactions are properly conducted and documented. · Assists supervisory staff in onboarding new employees (i.e., signing forms, providing tours and overview, etc.) and out-processing employees who are departing the Program. · Prepares OF-1164 Reimbursement forms for the program. · Appropriately distributes incoming and outgoing mail, packages, and faxes, including a variety of information and supplies to field staff. · Assists supervisory staff in onboarding new employees (i.e., signing forms, providing tours and overview, etc.) and out-processing employees who are departing the Program. · Ensures current information is properly maintained, retained, labeled, accessible, and organized. · Utilizes current systems (i.e., National Finance Center [NFC], eTracker) to process actions and reports for pay. · Other duties as assigned. MINIMUM ELIGIBLITY REQUIREMENTS: FOR THE GS-04 LEVEL: Applicants must have 6 months of general experience and 6 months of specialized experience (equivalent to the GS-03 level) that may have been obtained in the private or public (local, county, state, Federal) sectors which demonstrates: · Conducting basic computer operations for record keeping, data entry, word processing, and email correspondence. · The ability to communicate both verbally and in writing to internal and external stakeholders to coordinate and promote program activities. · Some experience with electronic and hard copy filing. FOR THE GS-05 LEVEL: Applicants must have one year of specialized experience (equivalent to the GS-04 level) that may have been obtained in the private or public (local, county, state, Federal) sectors which demonstrates: · Experience with electronic time keeping · Experience with property management and inventory; entering and retrieving information from property systems · Experience preparing requisitions in electronic systems; approving invoices for payment OR 4 years of college education above high school level. Equivalent combinations of education and experience are qualifying 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 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 and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. HOW YOU WILL BE EVALUATED Applicants who meet basic minimum qualifications may be referred to the hiring manager for selection. Qualified candidates eligible for veterans’ preference will receive referral and selection priority over non-veterans. OTHER REQUIREMENTS: (if applicable to your position) · Direct Deposit: Per Public Law 104-134 all Federal employees are required to have federal payments made by direct deposit to their financial institution. · Occasional travel may be required. · Successfully pass the E-Verify employment verification check. To learn more about E- Verify, including your rights and responsibilities, visit https://www.e-verify.gov/. · Must obtain or have a valid state driver’s license at time of application. Emergency Response – 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. It is difficult to predict the frequency with which such emergency situations may occur – and could range from several emergencies in a year to none over the course of many years. In the event that you are called upon to support an emergency program, this may require irregular working hours, including overtime, and may include duties other than those specified in your official position description. While some emergency program support assignments may be able to be performed at the employee’s current duty station, in other cases employees may be asked to go on-site to a temporary duty state location. In addition, it may be necessary for employees to participate in multiple rotations to an emergency program assignment. Attempts will be made to keep disruption to the employee to a minimum. See this link: https://www.usajobs.gov//Help/working-in-government/fair-and-transparent/signature-false-statements/ The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. Reasonable Accommodation Policy- Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a Case-by-Case basis. A reasonable accommodation is any change in the workplace or the way things are customarily done that provides an equal employment opportunity to an individual with a disability. Under the Rehabilitation Act of 1973 the Equal Employment Opportunity Commission (EEOC) must provide reasonable accommodations: An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job. An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace. An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events. Relocation costs will not be paid for this position. Job Type: Full-time Pay: $38,050.00 - $55,339.00 per year Benefits: 401(k) Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Retirement plan Schedule: 8 hour shift Day shift Monday to Friday Experience: Customer service: 1 year (Preferred) Ability to Commute: Portland, OR 97218 (Required) Ability to Relocate: Portland, OR 97218: Relocate before starting work (Required) Work Location: Hybrid remote in Portland, OR 97218