Administrative Assistant (OA)

DLA Careers; Bremerton (WA); On-site; USD 42,000 - 64,000; Full time

Job summary

DLA Careers is seeking an Administrative Assistant (OA) to support daily office operations. The role includes document preparation, records management, and usage of MS Office and TRMS for high-volume scanning. You will also handle visitor contacts and supply orders via GPC.

The position requires clear attention to detail and the ability to maintain organized electronic and hard-copy records while complying with federal procedures. US citizenship and first-shift hours are expected.

Qualifications

• Specialized experience: one year in file/records management and related duties.
• Typing at least 40 words per minute demonstrated in resume or experience.
• Ability to manage and index records and maintain file integrity.

Responsibilities

• Prepare documents such as newsletters, reports, and manuals.
• Maintain and organize document library and records accessibility.
• Operate MS Word, Excel, PowerPoint and scanning systems for thousands of pages daily.
• Answer calls, greet visitors, and direct inquiries appropriately.
• Order office supplies using Government Purchase Card (GPC).
• Index scanned documents in TRMS and ensure retrievability.
• Perform quality-control reviews on scanned images and records.

Skills

Typing 40 wpm

Record management

Office administration

Attention to detail

Communication skills

Tools

MS Word

Excel

PowerPoint

TRMS

GPC

Job description

Summary

See below for important information regarding this job.

Duties

• As an Administrative Assistant (OA), you will be responsible for the following duties:


• Prepare a variety of documents, i.e. newsletters, brochures, flyers, reports, briefings and manuals.


• Maintain and manage a document library’s (hard copy or electronic file) integrity, accuracy, organization and accessibility of official records throughout the scanning and filing process in accordance with Record Management regulations and procedures


• Utilize various office automation software packages including word processing, briefing charts, spreadsheets, databases, e.g. MS Word, Excel, PowerPoint, and a custom scanning system to process thousands of pages daily.


• Receive telephone calls, greet visitors and ascertain the nature of the calls or visits.


• Order office supplied using a Government Purchase Card (GPC).


• Performs manual indexing of scanned documents in the Total Records Management System (TRMS) to ensure records are accurately categorized, retrievable, and searchable.


• Conducts quality-control reviews of scanned images and indexed records to identify and correct errors before finalizing records in TRMS.

Requirements

To qualify for an Administrative Assistant (OA), your resume and supporting documentation must support:

• Must be a U.S. citizen


• Tour of Duty: 1st shift, set schedule, 7am to 3:30pm, Monday through Friday


• Security Requirements: Non-Critical Sensitive with Confidential Access


• Appointment is subject to the completion of a favorable suitability or fitness determination, where reciprocity cannot be applied; unfavorably adjudicated background checks will be grounds for removal.


• Fair Labor Standards Act (FLSA): Non-Exempt


• Selective Service Requirement: Males born after 12-31-59 must be registered or exempt from Selective Service.


• Recruitment Incentives: Not Authorized


• Bargaining Unit Status: Yes


• Pre-Employment Physical: Not Required


• Selectees are required to have a REAL ID or other acceptable identification documents to access certain federal facilities. See https://www.tsa.gov/real-id for more information.


• Office Automation (OA): Must be able to type 40 words per minute.

Qualifications

To qualify for an Administrative Assistant (OA), your resume and supporting documentation must support:

• Specialized Experience: One year of specialized experience that equipped you with the particular competencies to successfully perform the duties of the position, and that is typically in or related to the position to be filled. To qualify at the GS-06 level, applicants must possess one year of specialized experience equivalent to the GS-05 level or equivalent under other pay systems in the Federal service, military or private sector. Applicants must meet eligibility requirements including minimum qualifications, and any other regulatory requirements by the cut-off/closing date of the announcement. Creditable specialized experience includes:


• Identify correct guidelines and processes for file and records system management.


• Manage a suspense tracking system and ensures deadlines are met.


• Responsible for maintenance of office equipment (computers, copy and fax machines).


• Type Proficiency Requirement: Must be able to type at least 40 words per minute.

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.

Education

Substitution of education may not be used in lieu of specialized experience for this grade level.

Additional Information

• 302.106, DLA will provide Section 508 conformant ICT to employees with disabilities. All ICT interfaces with the public related to vacancy announcements and career transition opportunities must conform to the applicable requirements in the current ICT Standards and Guidelines (36 C.F.R. 1194).

For Important General Applicant Information and Definitions go to: http://www.dla.mil/portals/104/documents/careers/GenAppInfoDef.pdf

Reemployed Annuitants

This position does not meet criteria for appointment of Reemployed Annuitants. The DoD criteria for hiring Reemployed Annuitants can be found at: https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/140025/140025_vol300.PDF

Drug-Free Workplace Policy

The Defense Logistics Agency (DLA) is committed to maintaining a safe, drug-free workplace. All DLA employees are required to refrain from illegal drug use on and off duty. DLA conducts pre-employment, reasonable suspicion, post-accident, and random drug testing.

Applicants tentatively selected for employment in testing designated positions will undergo a urinalysis to screen for illegal drug use prior to appointment. Refusal to undergo testing or testing positive for illegal drugs will result in withdrawal of the tentative job offer and a six-month denial of employment with DLA from the date of the drug test. Employees in drug testing designated positions are subject to random drug testing. A negative drug test result must be received by HR within 30 calendar days after the EOD (i.e., start date). The selectee's inability successfully pass; or refusal to conduct the test may result in: 1) the tentative or FJO being withdrawn during the recruitment process; or 2) subsequently being removed from Federal service for failure to meet a condition of employment. You may be required to sign a \"Drug Test Statement of Understanding\" if you are selected for this position.

The DLA drug testing panel tests for the following substances: marijuana, cocaine, opiates, heroin, phencyclidine, amphetamines, methamphetamines, fentanyl, norfentanyl, methylenedioxymethamphetamine (MDMA), methylenedioxyamphetamine (MDA), and opioids.

ADVISORY: Use of cannabidiol (CBD) products may result in a positive drug test for marijuana. DLA employees are subject to Federal law and under Federal law, Marijuana is illegal

Additional guidance on writing a federal resume can be found at: USAJOBS Help Center - How do I write a resume for a federal job? The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.