What are the responsibilities and job description for the Administrative Specialist position at US Architect of the Capitol?
Duties
Incumbent may be subject to 24-hour on-call in the event of an emergency and may require irregular working hours.
The individual selected for this position will:
Human Resources Administration:
Provides basic information to employees concerning human resources (HR) policy, practices and processes.
Responds to inquiries and provides HR information concerning standard processing procedures and requirements related to human resources development, training, and education and other HR services.
Keeps records for time, attendance and leave.
Provides information to employees concerning basic issues such as leave policies and procedures.
Prepares to input, edit, or update HR information in agency system by completing recruitment actions, promotions and within-grade increases, processing documentation for probationary periods and conversion to career appointments.
Distributes and tracks HR action requests. Compiles lists of active vacancies.
Requests certificates. Electronically updates position descriptions.
Maintains career development files, manual and/or electronic training records and training funds/accounts.
Administrative Management:
Researches and coordinates time-essential actions.
Assists the OIG Administrative Officer (AO) to ensure that management is provided with organizational reports, projections and recommendations.
Coordinates implementation of the AOC’s administrative programs and systems, such as application of new timekeeping procedures.
Drafts correspondence, recommendations, reports, and memoranda related to management and administrative programs and issues.
Develops a range of marketing and communication materials and products for a variety of audiences and delivered through print, electronic and social media platforms.
Oversees the development of content and means of dissemination and coordinates with OIG and AOC staff to create printed and/or electronic communications materials.
Facility Services, Property and Supply Administration:
Assists in coordination of special requirements for hard-to-find supplies or services that are difficult to obtain or require complex negotiations, or office moves that require extensive coordination.
Assists the AO with purchase card orders as a purchase card holder.
Assists AO in planning and organization of administrative aspects of office moves, office construction, and other facility improvements that require extensive coordination of property, services, and facilities such as furniture, equipment, telephones and short-term storage.
Prepares necessary documents for the accession and deaccession of equipment and property.
Office Activities Coordination:
Assists higher graded staff in preparing agendas for and coordinates periodic training in all phases of administrative work such as correspondence, telephone procedures, publications, directives, reports and public relations responsibilities.
Schedules meetings and makes arrangements such as preparing agendas, notifying participants and similar matters.
Attends and records the minutes of meetings, which are later summarized and distributed.
Arranges travel and hotel accommodations based on knowledge of the schedules and commitments of travelers.
Performs other related duties as assigned.
This is a career ladder position to GS-12
Requirements
Conditions of Employment
- Appointment subject to background investigation and favorable adjudication
- You must be able to pass a drug test.
- You must meet the definition of specialized experience.
- You must meet the education requirements.
“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 http://www.opm.gov/qualifications.
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, specialized experience must have been equivalent to at least the next lower grade level.
Candidates for the GS-11 grade level must have at least 52 weeks of specialized experience equivalent to the GS-09 grade level in the Federal service.
Specialized experience for this position includes:
Specialized experience is defined as having experience in at least 4 of the 5 following:
(1) Providing HR information concerning standard processing procedures and requirements related to human resources development, training, and education and other HR services.
(2) Performing office administrative activities such as office moves, property, services, telephones, and requiring planning and arranging of travel and hotel accommodations.
(3) Performing financial activities to include purchasing, and budgeting responsibilities.
(4) Preparing reports, correspondence, memoranda, and responses to executive staff.
(5) Drafting, editing and reviewing policies, materials (ex: correspondence) and project-related communications.
-OR-
Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., Must be related to position
-OR-
Combination of specialized experience and education.
Education
Education may be substituted for specialized experience as indicated above. If using education to qualify, candidates must provide transcripts if selected.
Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., (degree must be in a field of study related to the duties of the position).
Special Instructions for Foreign Education:
Education completed outside of the United States must be deemed equivalent to that gained in conventional/accredited U.S. education programs to be acceptable for Federal employment.
Qualifying education from colleges and universities in foreign countries must be evaluated in terms of equivalency to that acquired in U.S. colleges and universities. Applicants educated in whole or in part of foreign countries must submit sufficient evidence, including transcripts, to an accredited private organization for an equivalency evaluation of course work and degree.
You must provide a copy of the letter containing the results of the equivalency evaluation with a course by course listing if selected.
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.
Benefits
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.
A variety of health insurance plans; retirement system with investment options; paid holidays; paid sick and annual (vacation) leave; life insurance; incentive systems; subsidized transportation; training and development opportunities, etc.
The Architect of the Capitol offers eligible employees opportunity to participate in the Student Loan Repayment Program.
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.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Review your resume and responses carefully. Your eligibility for consideration and qualifications for the position will be determined based upon a review of your detailed resume and your responses to job specific self-assessment questions.
Your resume will be evaluated based on evidence of your ability to demonstrate the knowledge, skills, and abilities (KSAs) for this position, possession of any specialized experience, and how well your background and experience relates to the self-assessment questions in the job announcement. The self-assessment questions relate to the following knowledge, skills, abilities, and competencies:
KSA 1: Project Management- Knowledge and skill in applying analytical and evaluative methods and techniques to issues or functions related to office administration.
KSA 2: Planning & Evaluation- Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization.
KSA 3: Knowledge in conducting detailed analyses of complex functions and work processes.
KSA 4: Writing- Knowledge of pertinent laws, regulations, policies and precedents, which affect administrative operations.
KSA 5: Communication- Interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations.
Your responses to the self-assessment questions serve as the basis for your initial rating. You will receive a numerical score based on your responses to these questions. Next, your responses will be evaluated by a Human Resources Specialist and/or a subject matter expert against the information provided in your resume and optional cover letter. Your resume must support your answers to the self-assessment questions. Falsifying your background, education and/or experience is cause for non-selection or disqualification from further consideration.
Please note that a complete application is required for consideration. (Please review the “Required Documents” section of this job announcement to see what must be included in a complete application).
You may preview questions for this vacancy.
Benefits
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.
A variety of health insurance plans; retirement system with investment options; paid holidays; paid sick and annual (vacation) leave; life insurance; incentive systems; subsidized transportation; training and development opportunities, etc.
The Architect of the Capitol offers eligible employees opportunity to participate in the Student Loan Repayment Program.
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.
Required Documents
As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
The Architect of the Capitol's (AOC) job application process is designed to ensure you only provide information necessary to evaluate your qualifications and eligibility for the position vacancy.
To apply for this position, you only need to submit: a) your resume and b) answers to the online vacancy assessment questionnaire. The online questionnaire contains eligibility and screening questions and other relevant information. No additional documentation or attachments are required at the time of application.
Your resume should list your education, training and work experience including job titles, employment dates, duties and accomplishments.
Nothing further is required until it is requested by AOC’s Human Capital Management Division. If additional documentation is required for the position, you will be asked to provide it during the interview or selection process. At that time, you may be asked to submit documentation to support statements made in your resume.
For example, you may be asked to provide a copy of your diploma, college transcripts, or proof of Federal employment status. If the position requires licensure or certification, you will be asked to provide proof at the time of selection.
If Veterans’ preference is claimed, you will be asked to submit proof (DD-214, and, if claiming a 10-point preference, a SF-15 and the proof required by that form).
Failure to provide the required documents will end further consideration and/or result in the withdrawal of any tentative job offers.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
You MUST apply online. FORMS RECEIVED BY FAX, EMAIL OR U.S. POSTAL SERVICE DELIVERY WILL NOT BE ACCEPTED.
If you are a new user to the USAJOBS Site and have never registered for an account; you will first need to create an account profile with your basic contact information and a resume to begin applying. You must be a registered USAJOBS user AND you must be signed-in to your account in order to apply for this position. For help with setting up an account or for general assistance in using USAJOBS, go to USAJOBS Help Page.
NEED HELP?
If you experience any difficulties with the application site, help is available! If you have problems completing your on-line application, contact the Monster Hiring Management Help Desk at 1-866-656-6831 or by e-mail at MGSHELP@monster.com. The help desk is available Monday - Friday 7:00 a.m. to 7:00 p.m. Eastern Time. You may call and leave a voice mail message at all other times.
All required supporting documents will be collected electronically via the USAJOBS “Saved Documents” feature.
If you are unable to apply on-line, you may visit our Employment Center for technical assistance in entering your application. The Employment Center is located at 441 Second & D Streets S.W., Washington, D.C., Room H2-178, and is open Monday through Friday from 8:00 a.m. to 4:00 p.m. You may call (202) 226-7000 for directions.Agency contact information
Charmain ThomasPhone202.615.4198EmailTalentAcquisitionandClassification@aoc.govAddressArchitect of the Capitol
United States Capitol
Washington, District of Columbia 20515
United StatesNext steps
You will receive a notice generated by the USAJOBS System when you have successfully submitted your application. We will review your application and transcript(s) (if you are qualifying based on education) to ensure you meet the basic qualification requirements.
You can check the status of your application by logging into http://www.usajobs.gov. You may also sign up to receive automatic emails anytime the status of your application has changed by logging into your USAJOBS Account, editing your profile and changing the ‘Notification Settings’ to indicate that you want to be notified by email when the status changes. Information regarding the status of your application should be updated in the system within two (2) weeks after the closing date of this job announcement.Fair and Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
- Criminal history inquiries
- Equal Employment Opportunity (EEO) Policy
- Financial suitability
- New employee probationary period
- Privacy Act
- Reasonable accommodation policy
- Selective Service
- Signature and false statements
- Social security number request
Required Documents
The Architect of the Capitol's (AOC) job application process is designed to ensure you only provide information necessary to evaluate your qualifications and eligibility for the position vacancy.
To apply for this position, you only need to submit: a) your resume and b) answers to the online vacancy assessment questionnaire. The online questionnaire contains eligibility and screening questions and other relevant information. No additional documentation or attachments are required at the time of application.
Your resume should list your education, training and work experience including job titles, employment dates, duties and accomplishments.
Nothing further is required until it is requested by AOC’s Human Capital Management Division. If additional documentation is required for the position, you will be asked to provide it during the interview or selection process. At that time, you may be asked to submit documentation to support statements made in your resume.
For example, you may be asked to provide a copy of your diploma, college transcripts, or proof of Federal employment status. If the position requires licensure or certification, you will be asked to provide proof at the time of selection.
If Veterans’ preference is claimed, you will be asked to submit proof (DD-214, and, if claiming a 10-point preference, a SF-15 and the proof required by that form).
Failure to provide the required documents will end further consideration and/or result in the withdrawal of any tentative job offers.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
This job is open to
- The public
U.S. Citizens, Nationals or those who owe allegiance to the U.S.
Clarification from the agency
Please be advised that federal retired annuitant candidates may only be considered as a temporary employee if the role can be filled in that capacity.
