Administrative Support Assistant |Open to both U|S| Citizens and Federal Employees|

Job highlights

Identified by Google from the original job post

Qualifications

The ideal candidate should possess strong computer skills (Word, Excel, Outlook, etc.) and have a variety of administrative experience in monitoring an office budget, fielding telephone calls, and reviewing documents, reports and travel expense vouchers

The ideal candidate should possess excellent organizational abilities, have exceptional interpersonal skills, give attention to detail and have a highly developed customer service ethic

Additionally, the candidate should have experience monitoring an office budget and have knowledge of federal policies and regulations for travel, procurement, time keeping, inventory and records management

CONDITIONS OF EMPLOYMENT: SELECTIVE SERVICE: Males born after 12/31/1+5+ must be registered for the Selective Service

GOVERNMENT TRAVEL CARD: This position involves travel

A government contractor-issued travel card will be issued and must be retained for official business only

PROBATIONARY PERIOD: You must complete a one-year probationary period (unless already completed)

TIME-IN-GRADE: Federal applicants must have served 52 weeks at the next lower grade in the competitive or excepted service in the executive branch to satisfy time-in-grade restrictions contained in 5 CFR 300, Subpart F. DEU REQUIREMENTS: Applicants selected under delegated examining procedures may be required to successfully complete a one-year probationary period (unless already completed)

BACKGROUND NVESTIGATION: You may be required to complete a background/security investigation and meet preliminary requirements prior to onboarding

TELEWORK ELIGIBILITY: This position may be eligible for occasional and/or regularly scheduled telework

To meet the minimum qualifications for this position, you must meet the specialized experience requirements for the grade at which you are requesting consideration

To qualify for the GS-07, you must have at least one year of equal or equivalent experience equal to the GS-06, which includes: Experience in compiling information for weekly or monthly activity reports

Experience establishing and/or updating tracking or records/database management systems

Experience using word processing software to prepare a variety of documents

To qualify for the GS-08, you must have at least one year of equal or equivalent experience equal to the GS-07, which includes: Experience performing office management functions, ordering supplies and equipment, using spreadsheet and other software to keep records of expenditures and other administrative functions

KNOWLEDGE, SKILLS AND ABILITIES (KSAs): Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities and/or competencies in the following areas: Accountability - Hold self and others accountable for measurable high-quality, timely, and cost-effective results

Budget Administration - Knowledge of the principles and practices of budget administration and analysis; including preparing, justifying, reporting on, and executing the budget; and the relationships among program, budget, accounting, and reporting systems

Teamwork - Encourage and facilitate cooperation, pride, trust, and group identity; foster commitment and team spirit; work with others to achieve goals

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)

Graduation transcript must be received before start date

Other applicants must meet all qualification requirements by the closing date of this announcement

Benefits

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment

Responsibilities

The incumbent will perform a variety of administrative work in support of the management and operations of field offices, servicing employees in the respective regional operations of FMCSA

As an Administrative Support Assistant, you will: Provide a wide range of administrative and office management activities in support of direct safety mission operations conducted by staff throughout a defined geographical regional area

Participates in conducting safety support operations including performance of internal checks and pre-approval process controls for on time and attendance; travel, fleet, facilities management; property and supply inventory accountability; procurement execution; and budget reconciliation within the appropriate system, application, or data record, to include report preparation, data entry and financial analysis

Carry out a variety of administrative and office management operational, non-technical safety activities, as needed due to staffing and/or workload demands

Plan, organize and accomplish a variety of administrative operations, office management, and program assistance tasks within the parameters of established policies and guidelines

Provide guidance and assistance to office personnel on administrative and procedural matters

Interprets regulations and directives governing effective administrative management in terms of requirements and standards

Ensure established criteria are communicated and that the criteria are implemented

Prepare special and recurring administrative reports

Provide assistance in collecting, reviewing, consolidating, and analyzing data in support of organization's programs and mission requirements

Ensure data/ information provided is consistent with the overall program requirements for submissions

Identify, restructure, and recommend ways of eliminating, combining, simplifying, or improving administrative and clerical office procedures and processes

Implement new systems or administrative processes to meet Regional Field Operations’ administrative needs

Provide assistance with a variety of administrative tasks across the Service Center Region, including time and attendance, leave, budget, and fleet management

Generate reports on timelines, electronic work activities in E2, CASTLE, USA Performance, and other administrative systems; and provides direction to staff on proper work activity processes

Monitor and track budget expenditures

Collect data, and project costs to prepare financial reports

Compile costs from prior year’s operating budget and expenditure to extract information and other data on salaries, expenses, personnel changes, and equipment needs

Serve as backup purchase card holder and PIV agent

Assist with research and collection of source specific and technical information related to equipment inventory, vehicle fleet, and procurements

Determine objectives, sets priorities, and delegates work. Accept responsibility for mistakes

Complies with established control systems and rules

Customer Service - Work with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; know about available products and services; is committed to providing quality products and services

Planning and Evaluating - Organize work, set priorities, and determine resource requirements; determine short or long-term goals and strategies to achieve them; coordinate with other organizations or parts of the organization to accomplish goals; monitor progress and evaluates outcomes

Job description

Summary

This position is located within the U.S. Department of Transportation, Federal Motor Carrier Safety Administration (FMCSA), Office of Safety – Field Operations. The incumbent will perform a variety of administrative work in support of the management and operations of field offices, servicing employees in the respective regional operations of FMCSA.

Duties

As an Administrative Support Assistant, you will: Provide a wide range of administrative and office management activities in support of direct safety mission operations conducted by staff throughout a defined geographical regional area. Participates in conducting safety support operations including performance of internal checks and pre-approval process controls for on time and attendance; travel, fleet, facilities management; property and supply inventory accountability; procurement execution; and budget reconciliation within the appropriate system, application, or data record, to include report preparation, data entry and financial analysis. Carry out a variety of administrative and office management operational, non-technical safety activities, as needed due to staffing and/or workload demands. Plan, organize and accomplish a variety of administrative operations, office management, and program assistance tasks within the parameters of established policies and guidelines. Provide guidance and assistance to office personnel on administrative and procedural matters. Interprets regulations and directives governing effective administrative management in terms of requirements and standards. Ensure established criteria are communicated and that the criteria are implemented. Prepare special and recurring administrative reports. Provide assistance in collecting, reviewing, consolidating, and analyzing data in support of organization's programs and mission requirements. Ensure data/ information provided is consistent with the overall program requirements for submissions. Identify, restructure, and recommend ways of eliminating, combining, simplifying, or improving administrative and clerical office procedures and processes. Implement new systems or administrative processes to meet Regional Field Operations’ administrative needs. Provide assistance with a variety of administrative tasks across the Service Center Region, including time and attendance, leave, budget, and fleet management. Generate reports on timelines, electronic work activities in E2, CASTLE, USA Performance, and other administrative systems; and provides direction to staff on proper work activity processes. Monitor and track budget expenditures. Collect data, and project costs to prepare financial reports. Compile costs from prior year’s operating budget and expenditure to extract information and other data on salaries, expenses, personnel changes, and equipment needs. Serve as backup purchase card holder and PIV agent. Assist with research and collection of source specific and technical information related to equipment inventory, vehicle fleet, and procurements. The ideal candidate should possess strong computer skills (Word, Excel, Outlook, etc.) and have a variety of administrative experience in monitoring an office budget, fielding telephone calls, and reviewing documents, reports and travel expense vouchers. The ideal candidate should possess excellent organizational abilities, have exceptional interpersonal skills, give attention to detail and have a highly developed customer service ethic. Additionally, the candidate should have experience monitoring an office budget and have knowledge of federal policies and regulations for travel, procurement, time keeping, inventory and records management.

Requiremennts

CONDITIONS OF EMPLOYMENT: SELECTIVE SERVICE: Males born after 12/31/1+5+ must be registered for the Selective Service. GOVERNMENT TRAVEL CARD: This position involves travel. A government contractor-issued travel card will be issued and must be retained for official business only. PROBATIONARY PERIOD: You must complete a one-year probationary period (unless already completed). TIME-IN-GRADE: Federal applicants must have served 52 weeks at the next lower grade in the competitive or excepted service in the executive branch to satisfy time-in-grade restrictions contained in 5 CFR 300, Subpart F. DEU REQUIREMENTS: Applicants selected under delegated examining procedures may be required to successfully complete a one-year probationary period (unless already completed). BACKGROUND NVESTIGATION: You may be required to complete a background/security investigation and meet preliminary requirements prior to onboarding. TELEWORK ELIGIBILITY: This position may be eligible for occasional and/or regularly scheduled telework. The number of telework days approved will be determined by your immediate supervisor or manager following the agency’s telework policy and guidance. If participating in the telework program, you will be required to sign a telework agreement detailing agency telework policy requirements, working conditions, and expectations for the position.

Qualifications

To meet the minimum qualifications for this position, you must meet the specialized experience requirements for the grade at which you are requesting consideration. To qualify for the GS-07, you must have at least one year of equal or equivalent experience equal to the GS-06, which includes: Experience in compiling information for weekly or monthly activity reports. Experience establishing and/or updating tracking or records/database management systems. Experience using word processing software to prepare a variety of documents. To qualify for the GS-08, you must have at least one year of equal or equivalent experience equal to the GS-07, which includes: Experience performing office management functions, ordering supplies and equipment, using spreadsheet and other software to keep records of expenditures and other administrative functions. KNOWLEDGE, SKILLS AND ABILITIES (KSAs): Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities and/or competencies in the following areas: Accountability - Hold self and others accountable for measurable high-quality, timely, and cost-effective results. Determine objectives, sets priorities, and delegates work. Accept responsibility for mistakes. Complies with established control systems and rules. Budget Administration - Knowledge of the principles and practices of budget administration and analysis; including preparing, justifying, reporting on, and executing the budget; and the relationships among program, budget, accounting, and reporting systems. Customer Service - Work with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; know about available products and services; is committed to providing quality products and services. Planning and Evaluating - Organize work, set priorities, and determine resource requirements; determine short or long-term goals and strategies to achieve them; coordinate with other organizations or parts of the organization to accomplish goals; monitor progress and evaluates outcomes. Teamwork - Encourage and facilitate cooperation, pride, trust, and group identity; foster commitment and team spirit; work with others to achieve goals. 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. For additional information about applying to Federal positions, please click on the following link: https://www.opm.gov/frequently-asked-questions/employment-faq/federal-hiring/how-do-i-apply-for-federal-jobs/ Students enrolled in a qualifying degree program can apply if the anticipated graduation date is within six months of closing date of the announcement. Graduation transcript must be received before start date. Other applicants must meet all qualification requirements by the closing date of this announcement.

Additional Information

The Fair Chance to Compete for Jobs Act prohibits the Department of Transportation and its Operating Administrations from requesting an applicant's criminal history record before that individual receives a conditional offer of employment. In accordance with 5 U.S. Code

• +202(c) and 5 C.F.R

• +20.201 certain positions are exempt from the provisions of the Fair Chance to Compete Act. Applicants who believe they have been subjected to a violation of the Fair Chance to Compete for Jobs Act, may submit a written complaint to the Department of Transportation by email at, FairChanceAct@dot.gov. To learn more, please visit our page at: The Fair Chance to Compete Act | US Department of Transportation This announcement may be used to fill additional positions if similar vacancies occur within +0 days of the issue date of the referral certificate.

The Federal Motor Carrier Safety Administration (FMCSA) was established as a separate administration within the U.S. Department of Transportation on January 1, 2000, pursuant to the Motor Carrier Safety Improvement Act of 1+++. Our primary mission is to reduce crashes, injuries, and fatalities involving large trucks and buses. FMCSA is headquartered in Washington, DC. We employ more than 1,500 individuals, in all 50 States and the District of Columbia, dedicated to improving bus and truck safety and saving lives. The U.S. Department of Transportation strives to ensure that equity, transparency, accountability, collaboration, and communication permeate all that we do for the betterment of the Department, the traveling public, and our nation. As such, DOT values a highly diverse workforce of persons who promote a culture of belonging by respecting the personal dignity and worth of each individual and fostering a positive environment where all feel safe and welcome. If these commitments coincide with your personal ideals and professional aspirations, please consider joining the DOT family. The Department of Transportation (DOT) is ranked #6 in the 2023 best places to work in the Federal Government!