Summary This position is located in the Architect of the Capitol (AOC), Office of the Chief of Operations, Capitol Grounds and Arboretum (CGA). The Administrative Specialist performs a variety of support duties including office management, human resources, training and travel and resource management. Responsibilities Duties quoted at GS-11 level; candidate will have non-competitive promotion potential to the GS-11. Administrative Management Performs high level office and administrative duties including skilled and confidential support to the Business Operations Manager and Director. Provides support and participates in the development of business and operational plans. Conducts tactical and long-range planning, resource determination, scheduling, project management and evaluation and coordination of different programs, including preparation of reports, presentations, and analyzing statistical reports and Dashboard metrics. Evaluates office processes consisting of numerous functions at varying levels of difficulty; recommends changes in office policy to management or takes the initiative to make improvements to those processes, ensuring the stability of overall operations. Reviews reports for grammar, format and conformance with AOC correspondence policies, style and grammar. Serves as the Records Management and Personally Identifiable Information Liaison (RML) for the CGA jurisdiction. Coordinates and oversees records -management functions. Coordinates and overseas PII functions. Serves as the primary payroll coordinator, assisting employees and supervisors with any issues and liaising with the payroll office. Provides management with different bi-weekly, and monthly reports or summaries for payroll programs, cost, and trends. Human Resource Management Serves as a point of contact within the CGA to provide support to managers, supervisors and employees on the full range of HCMD policies, programs, processes, procedures. Coordinates all recruitment and promotion actions with different HCMD staff. Supports supervisors and managers with recruitment actions when needed. Serves as a resource to employees in the administration of benefits and acts as a liaison to relevant offices in HCMD to ensure that employees receive information and timely support related to their benefits and associated questions. Provides information to employees concerning basic issues such as leave policies, procedures for obtaining maternity leave, practices in connection with court leave, or compiling data on sick leave usage. Generates, tracks, summarizes and analyzes data related to human capital management to aid CGA leadership in monitoring performance and progress against established CGA priority objectives. Validates employee data metrics. Training and Travel Program Management Manages all training and travel actions, planning and forecasting training requirements, needs and cost for a wide range of training for the CGA. Identifies, procures and processes training requests and improves the process. Manages a full range of local and long-distance travel at the CGA, serving as primary point of contact for all CGA travelers and supporting them through initiation of travel, generation of supporting documents and submission of vouchers. Tracks travel expenditures, monitors availability of funds and analyzes data in support of management objectives. Ensure that all travel is conducted in compliance with applicable Federal regulations and AOC policies. Procures all training and travel actions through a variety of purchasing methods and procedures. Performs all phases of procurement from receipt of purchase request through final delivery. Reconciles credit card accounts monthly and resolves problems to balance accounts. Resource Management Provides critical feedback and develops recommendations to resolve complex organizational problems. Supports development and implementation of organizational policies and procedures across the CGA divisions. Manages jurisdictional SharePoint site. Also, prepares, reviews, analyzes and maintains different records and reports through Microsoft Office systems, Dashboard and Financial Management System (FMS) sites to track the project status and funding levels. Prepares and briefs the status of projects. Advises management and staff in the interpretation and application of administrative procedures. Drafts correspondence, recommendations, reports, and memoranda related to management and administrative programs and issues. Provides advice and guidance to managers and employees on questions and situations related to the administrative services provided. Manages and coordinates different programs such as staff and contractor ID cards. Utilize knowledge of and comply with applicable Occupational Safety and Health Administration (OSHA), Office of Congressional Workplace Rights, and AOC rules and regulations to ensure that work progresses in a safe manner. Provides or receives training, either on-the-job or through classroom training, to ensure that all safety practices and equipment are fully utilized. Uses required Personal Protective Equipment (PPE) as appropriate. Performs other related duties as assigned. Associates Degree or 2 years of college (60 semester credits) are desired but not required. Requirements Conditions of Employment Appointment subject to background investigation and favorable adjudication. You must be able to pass a drug test. 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 You 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 you with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to 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-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-07 level in the federal service. Examples of qualifying experience include the following @types of tasks performed on a regular and recurring basis: Performing administrative activities such as office services, telephones, and arranging of travel and hotel accommodations. Drafting, editing and reviewing various @types of written correspondence and documents for department communications. Reviewing, analyzing and recommending new and revised administrative policies, procedures and/or programs for efficiency. Tracking various @types of information to provide status updates and ensure deadlines/due dates are met OR Have a Master's or equivalent graduate degree or at least 2 full years of progressively higher level graduate education leading to such a degree. To be qualifying, the higher-level graduate education must be in a major field of study with course work directly related to the work of this position. OR; Have an equivalent combination of the above specialized experience AND higher level graduate education that meets 100% of the qualification requirements for this position. 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 http://www.opm.gov/veterans/html/vetguide.asp#6. 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, sexual orientation, gender identity, genetic information 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 made on a case-by-case basis. Moving expenses are not authorized. Relocation expenses are not authorized. Probationary Period - A newly appointed selectee 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.
