Administrative Services Assistant (OA)

United States Attorneys' Offices; Salt Lake City (UT); On-site; USD 32,000 - 55,000; Full time

Job summary

The United States Attorneys' Offices in Utah seeks an administrative support specialist to join the Administrative Division. You will assist with correspondence, scheduling, file management and document preparation. Responsibilities will grow with training and experience as you handle non-standard tasks, prepare reports, manage financial files, and support staff.

Qualifications include U.S. citizenship, pre-employment adjudication, and a 40 wpm typing test.

Qualifications

• At least one year of specialized experience or four years of education above high school, or a combination.
• Typing speed of 40 words per minute with high accuracy.
• Ability to prepare, review, and distribute various documents and reports.
• Familiarity with maintaining office files, calendars, and basic office procedures.
• U.S. citizenship and eligibility for background checks and other employment prerequisites.

Responsibilities

• Support administrative and technical needs of the Administrative Division.
• Prepare, review, and distribute correspondence, memoranda, and reports.
• Maintain office calendars and schedule meetings and appointments.
• Develop and maintain administrative procedures and tracking systems.
• Maintain financial files and reports and handle basic document workflows.
• Use software to create, edit, store and print documents.
• Distribute information and provide reception coverage.

Skills

Typing 40 wpm

Education

4 years of education above high school

Job description

Summary

For more information on the Department of Justice and the United States Attorneys' Offices, visit http://www.justice.gov/usao/.

As needed, additional positions may be filled using this announcement.

This position is also being announced to All U.S. Citizens and Nationals under 26-UT-13051934-DE.

Responsibilities

If selected for this position, you will join a well-respected team that is responsible for various support services within the Administrative Division. Typical work assignments will include:

• Supporting the administrative and technical needs of the Administrative Division in the performance of non-standard assignments.
• Preparing, reviewing, and distributing correspondence, memoranda, reports, and other documents.
• Maintaining office calendars and the scheduling of meetings, conferences, and appointments for management.
• Developing and maintaining administrative procedures, tracking systems, and operating practices.
• Maintaining financial files and reports for the district.
• Using various software programs to create, copy, edit, store, retrieve and print a variety of documents.
• Distributing information, notices, and administrative guidance to staff.
• Providing reception coverage duties.

Responsibilities will increase and assignments will become more complex as your training and experience progress.

Requirements

Conditions of employment

• You must be a U.S. Citizen or National.
• Initial appointment is conditioned upon a satisfactory pre-employment adjudication. This includes fingerprint, credit and tax checks, and drug testing. Continued employment is subject to a favorable adjudication of a background investigation.
• You must be registered for Selective Service, if applicable.
• If selected, you may be required to complete a one year probationary period.
• Time-in-Grade: Federal employees must meet time-in-grade requirements within 30 days after the closing date of this announcement.
• You must meet all qualification and eligibility requirements within 30 days after the closing date of this announcement and before placement in the position.

Qualifications

GS-05: To be eligible at the GS-5 level, you must have at least one year of specialized experience equivalent to the GS-4 level in Federal service as defined below; or four years of education above the high school level; or a combination of both specialized experience and education as explained below.

Specialized experience is defined as providing clerical support in an office environment by answering multi-line telephone systems; greeting and directing visitors; obtaining information from files or general reference sources and providing factual information; processing incoming, outgoing, and intra-office mail; and maintaining files.

Combining Education and Experience: Successfully completed post-high school education may be used to meet the total one year of specialized experience requirement equivalent to the GS-4 grade level. Only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience.

GS-6: To be eligible at the GS-6 level, you must have at least one year of specialized experience equivalent to the GS-5 level in Federal service.

Specialized experience is defined as experience performing the following types of duties in an office environment: composing correspondence such as letters, memoranda and electronic correspondence from records or files; preparing a variety of recurring reports; receiving, reviewing, and distributing incoming mail; entering data into case management systems; assisting with the completion of routine employee paperwork; establishing and maintaining office files, records, logs, and manuals; operating a multi-line telephone system; and receiving visitors and referring each visitor to the appropriate person or office.

GS-7: To be eligible at the GS-7 level, you must have at least one year of specialized experience equivalent to the GS-6 level in Federal service.

Specialized experience is defined as experience performing the following types of duties in an office environment: inputting personnel information into an automated personnel and/or payroll system; providing general information to employees and supervisors on employee benefits and time and attendance; preparing invoices and other fiscal items for payment; maintaining contracts for routine services; purchasing supplies, equipment, contract services and other payment methods; monitoring the status of purchase orders; maintaining property records, maintaining electronic databases to track information and suspense items and updating case management databases.

To be qualified, you must type at least 40 words per minute based on a 5 minute sample with three or fewer errors. (A typing test may later be required.)

Interagency Career Transition Assistance Plan (ICTAP)- The ICTAP provides eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. If your agency has notified you in writing that you are a displaced employee eligible for ICTAP consideration, you may receive selection priority if: 1) this vacancy is within your ICTAP eligibility; 2) you apply under the instructions in the announcement; and 3) you are found well-qualified for this vacancy. To be well-qualified, you must satisfy all qualification requirements for the vacant position and receive a score of 85 or better on established ranking criteria. You must provide proof of eligibility to receive selection priority. Such proof may include a copy of your written notification of ICTAP eligibility or a copy of your separation personnel action form. Additional information about ICTAP eligibility is at: http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

Career Transition Assistance Plan (CTAP)- The CTAP provides eligible surplus and displaced competitive service employees in the Department of Justice with selection priority over other candidates for competitive service vacancies. If your Department of Justice component has notified you in writing that you are a surplus or displaced employee eligible for CTAP consideration, you may receive selection priority if: 1) this vacancy is within your CTAP eligibility, 2) you apply under the instructions in this announcement, and 3) you are found well-qualified for this vacancy. To be well qualified, you must satisfy all qualification requirements for the vacant position and receive a score of 85 or better on established ranking criteria. You must provide a copy of your written notification of CTAP eligibility with your application. Additional information about CTAP eligibility is at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

Veterans Employment Opportunity Act (VEOA) -VEOA allows eligible veterans to apply and compete for positions announced under merit promotion procedures when the hiring agency is recruiting from outside its own workforce. To be eligible for a VEOA appointment, a veteran must be honorably separated and either a preference eligible or have substantially completed three (3) or more years of continuous active military service. If you are applying for a Merit Promotion announcement and wish to be considered under VEOA, you must submit a copy of the Member Copy 4 of your DD-214, in addition to any other required documents listed on this announcement.

Special Employment Consideration - Persons with disabilities, veterans with a compensable service-connected disability of 30% or more, certain other veterans, spouses of certain members of the armed forces, and returning Peace Corps volunteers are examples of individuals who are potentially eligible for non-competitive appointments. For further information, click on the links provided below . You must specify in your online questionnaire under what authority you wish to be considered and submit appropriate documentation to verify your eligibility.

Noncompetitive Appointment Authorities Links https://www.opm.gov/policy-data-oversight/hiring-information/competitive-hiring/#url=Types-of-Appointments

Education

All academic degrees and coursework must be completed at a college or university that has obtained accreditation or pre-accreditation status from an accrediting body recognized by the U.S. Department of Education. For a list of schools that meet this criteria, see http://www.ed.gov

OR Education completed in foreign colleges or universities may be used to meet the above education requirements if you can show that the foreign education is comparable to that received in an accredited educational institution in the United States. It is your responsibility to timely provide such evidence by submitting proof of creditability of education as evaluated by a credentialing agency with your application materials. More information may be found at http://www2.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. All documentation must be in English or include an English translation.

Additional information

Payment of relocation expenses will not be authorized.

A relocation incentive may be considered as appropriate based on qualifications.

The Department of Justice offers a comprehensive benefits package that includes, in part, paid vacation; sick leave; holidays; telework; life insurance; health benefits; and participation in the Federal Employees Retirement System.

Selective Service

If you are a male applicant born after December 31, 1959, you must certify that you have registered with the Selective Service System, or are exempt from having to do so under the Selective Service Law. See http://www.sss.gov/.

Reasonable Accommodation Statement

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.

EEO Statement/Policy

The United States government does not discriminate in employment on the basis of race, color, religion, sex, pregnancy, 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. More information can be found here: https://www.justice.gov/jmd/media/1425556/dl?inline.

Political Appointees (Current or Former):

The Office of Personnel Management (OPM) must authorize employment offers made to current or former political Schedule A, Schedule C or Non-Career SES employee in the Executive Branch, you must disclose this information to the HR Office. Failure to disclose this information could result in disciplinary action including removal from Federal Service.

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.

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.