What are the responsibilities and job description for the Administrative Assistant position at US Nuclear Regulatory Commission?
Duties
The successful candidate will perform the full range of Administrative Assistant duties.
Such duties include but are not limited to:
1. Prepares letters, memoranda, and reports to final form from rough drafts.
2. Reviews outgoing correspondence, reports, memoranda, etc., to ensure that the material has been finally proofread for grammatical correctness, and that it conforms in the format, style, and appearance required by NRC, office, or division procedures.
3. Occasionally coordinates and schedules travel and lodging reservations, and prepares travel authorization requests and vouchers for assigned branch chiefs.
4. Serves as a liaison between branch chiefs and other divisions, offices, or branches in administrative matters.
5. Obtain and maintain the screening of incoming mail and telephone calls for subject matter, urgency and importance.
6. Coordinates the submission of time and labor input within assigned branches in the current agency reporting system, ensuring all payroll units are completed and certified within established time frames.
7. Occasionally serves in absence of the lead Administrative Assistant and administrative staff in other
Region IV divisions.
Requirements
Conditions of Employment
- U.S. Citizenship Required
- This is a Drug Testing position.
- Background investigation leading to a clearance is required for new hires.
- Multiple Selections May Be Made
You must meet the qualifications for this position by no later than 30 calendar days after the closing date of this announcement and before placement in the position.
Selectees may be required to serve a trial period to assess their overall fitness and qualifications for continued employment. The trial period for new employees is two years. New employees who are preference eligible veterans serve a one-year trial period.
All information in your resume must be true and accurate.
Qualifications
In order to qualify for this position, you must have at least 4 years of progressively responsible experience, beyond high school, performing a wide range of administrative and secretarial functions such as preparing correspondence, scheduling appointments, arranging travel, etc., one year which must be equivalent to the GS/GG-6 grade level in the Federal service.
The ideal candidate should be able to demonstrate the following:
1. Ability to work efficiently in handling multiple assignments with competing priorities, often under considerable pressure to meet deadlines.
2. Ability to provide administrative support and coordination in a variety of areas (time and labor reporting, security, records management, travel scheduling, Presentations, etc.).
3. Knowledge and understanding of administrative regulations and policies relating to correspondence control and records management procedures; policies and procedures related to ADAMS operation and administration; and correspondence preparation including a thorough knowledge of spelling, grammar, punctuation and sentence structure.
4. Demonstrated ability to effectively communicate orally and in writing and to deal tactfully, efficiently, and professionally with all levels of personnel.
5. Demonstrated proficiency with microcomputer-based word processing systems (including Microsoft Office 365 Applications (Word, Excel, Outlook, etc.), Appointment Calendar, E-mail, etc.)).
SPECIALIZED EXPERIENCE is defined as: Experience that demonstrates thorough knowledge and familiarity with NRC administrative policies and procedures to properly prepare and review outgoing correspondence, make travel arrangements, prepare travel requests and vouchers, complete Oracle HCM Cloud for Time and Labor System (HCM Cloud) Time and Labor Inputs, arrange meetings, maintain calendars, manage ticket tracking, and perform other general administrative duties. Advanced skills in the use of Microsoft Office 365 Applications (Word, Excel, Outlook, etc.) and knowledge of NRC systems (HCM Cloud, ADAMS, and eTravel, etc.).
A description of how you possess the specialized experience as well as how you meet the qualifications desired in an ideal candidate should be addressed in your resume. The NRC encourages applicants to provide extensive job experience details in your resume. Applicants may also use the supplemental vacancy question to provide additional information pertaining to the specialized experience and ideal candidate criteria.
PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Additional information
The duty location of this position is Arlington, TX. In general, employees are expected to be in the office at a minimum of 4 days per pay period**. Telework schedules, including full-time telework, are approved, on a case-by-case basis. If selected, telework will be determined in accordance with Agency policy and the Collective Bargaining Agreement, if applicable.
Based on the staffing needs of the agency/area of consideration, additional selections may be made from this vacancy announcement.
The NRC provides reasonable accommodation to applicants with disabilities where appropriate. Individuals with disabilities may contact the Selective Placement Coordinator for assistance with the application or hiring process via Disability.Resource@nrc.gov. Deaf applicants may contact the Disability Program Manager by calling the NRC videophone at 240-428-3217.
Individuals who are eligible for non-competitive appointment under an OPM special appointing authority may apply for consideration under a comparable NRC non-competitive appointing authority. Veterans, please visit: http://www.fedshirevets.gov/
Selectee's will be required to complete a "Declaration of Federal Employment", (OF-306), prior to being appointed to determine their suitability for Federal employment and to authorize a background investigation. False statements or responses on your resume or questionnaire can jeopardize your employment opportunity and subject you to disciplinary action, including removal from Federal service.
A transferable security clearance from another agency or a background investigation leading to a clearance is required for all new hires. To begin work at the NRC without a security clearance, you must be granted a temporary waiver of the required clearance, referred to as a 145(b) waiver. To be eligible for a 145(b) waiver you will need a favorable education verification, reference, credit, and criminal history checks. If a wavier is granted, the successful completion of a background investigation and favorable adjudication is required for continued employment. If you have resided outside the U.S. for an extended period of time, the agency may not be able to (1) grant the 145(b) waiver where the required investigation cannot be completed in a timely manner, or (2) achieve timely completion of the background investigation required for a security clearance.
The NRC is a zero tolerance agency with respect to illegal drug use. Individuals selected for this position will be subject to pre-appointment drug testing unless currently in a NRC position subject to random drug testing AND will be subject to random drug testing upon appointment to the NRC.
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.
As an NRC employee you will enjoy excellent Federal Benefits, including: comprehensive health and life insurance plans; Flexible Spending Account Program for health and dependent care; Long Term Care Insurance; Dental and Vision Insurance; retirement savings and investment plan similar to 401(k) (Thrift Savings Plan); annual (vacation) and paid sick leave; family friendly leave policies; 11 paid holidays per year; transit benefits. This link provides an overview of the benefits currently offered to Federal employees. https://help.usajobs.gov/index.php/Pay_and_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.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
When the application process is complete, your application will be reviewed to determine if you meet the job requirements. You will be rated based on the information provided in your resume and responses to any vacancy questions to determine your level of knowledge, skill and ability related to the job requirements. If you are among the top candidates for this position, your application will be referred to the hiring manager.
Your resume is the key means we have for evaluating your skills, knowledge, and abilities as they relate to this position. Therefore, we encourage you to submit a thorough resume that directly relates to this position.
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.
As an NRC employee you will enjoy excellent Federal Benefits, including: comprehensive health and life insurance plans; Flexible Spending Account Program for health and dependent care; Long Term Care Insurance; Dental and Vision Insurance; retirement savings and investment plan similar to 401(k) (Thrift Savings Plan); annual (vacation) and paid sick leave; family friendly leave policies; 11 paid holidays per year; transit benefits. This link provides an overview of the benefits currently offered to Federal employees. https://help.usajobs.gov/index.php/Pay_and_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.
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.
Required Documents:The following documents are required and must be provided with your application. All application materials, including transcripts, must be in English.
List of supplemental material that may be applicable:
NOTE: Your complete application includes your resume, your responses to any vacancy questions, and if necessary, documents which prove your eligibility to apply.
To ensure all of the essential information is in your resume, we encourage you to use the USAJOBS online Resume Builder. If you choose to use your own resume, please ensure it contains all of the required information, and you organize it so we can associate the following information for each experience/position.If you fail to provide these documents, you will be marked as having an incomplete application package and you will not be considered any further.
- Job title
- Name of employer
- Beginning and ending dates of employment (month/year) format
- Hours worked per week. We will assume full-time unless otherwise stated. We will prorate part-time employment in crediting experience.
- Detailed description of job duties, accomplishments, related skills, and responsibilities to include any supervisory/managerial responsibilities and number of staff supervised (if applicable).
- Series and grade or equivalent (if a federal position).
If the position has an education requirement or you are qualifying on the basis of education, please submit your transcript OR list your education history including the type of degree and your major of study. If the position requires a certain number of credit hours, you are strongly encouraged to list the relevant courses along with the course credits in your resume.
Your resume must NOT include photographs, classified or government sensitive information, social security number (SSN), encrypted/digitally signed documents, or links to social media such as LinkedIn, or other inappropriate material or content (gender, age, race, date of birth, disability, marital status, protected health information, religious affiliation, etc.). If your resume contains prohibited information as listed above, your application will be determined ineligible, and you will not receive consideration for this position. We will not access web pages linked on your resume or cover letter to determine your qualifications. Cover letters are optional.
Please carefully review the list of document descriptions below, to see which documents are required for your application.
If you are an NRC employee, you are required to submit your most recent Rating of Record (Performance Appraisal) or a statement saying that one is not available.
If you are a current/reinstatement eligible Federal employee in the competitive service with status (Tenure Group 1 or 2), you will be considered under our merit promotion procedures and must submit a copy of your most recent non-award SF-50 (Notification of Personnel Action) to verify competitive status or reinstatement eligibility.
Veterans' Preference documentation, if applicable (e.g. DD-214 Member Copy 4 showing type of discharge/character of service; Current Active Duty members must submit a certification of expected discharge or release from active duty under honorable conditions dated within 120 days; SF-15 Form and related documentation; VA letter.) You can find additional information about Veterans' Preference at http://www.fedshirevets.gov/.
If you are applying under the Schedule A Hiring Authority and wish to be considered, you must submit supporting documentation (i.e., Schedule A Letter). You may refer to the following link for additional information. USAJOBS Help Center - Individuals with disabilities
All supplemental documents will now be collected electronically and should be submitted before the closing date of this vacancy announcement. You have two choices for submitting your supplemental documents:
1. Use the "USAJOBS" feature to download documents from your USAJOBS portfolio; or
2. Use the "Upload" feature to upload documents directly from your computer. The following types of documents can be uploaded: .gif, .jpeg, .png, .rtf, .pdf, and .docx.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
We strongly encourage you to read the entire announcement before you submit your application for this position.
Your application for this vacancy must be received online via the USAJOBS application system BEFORE 11:59 pm Eastern Time on the closing date of this announcement. If you fail to submit a complete online application, you will not be considered for this position.
The NRC requires that applicants submit resumes built using the USAJOBS Resume Builder tool. The Resume Builder tool is activated upon selecting "Build New Resume" under the "Resumes" section of your USAJOBS account.
Resumes uploaded to your USAJOBS jobseeker account that have not been built using the USAJOBS Resume Builder tool WILL NOT be accepted and you WILL NOT be allowed to further advance through the NRC application process.
To ensure you are using the correct resume type when applying to our vacancies, please make sure that the resume you are using during the application process is listed with a format type of "USAJOBS Resume" and a source type of "Built with USAJOBS Resume Builder. Verifying this information on your USAJOBS resume before applying will ensure the successful submission of your application to the NRC job vacancy.
Paper applications will not be accepted unless hardship circumstances can be demonstrated. Requests for extensions WILL NOT be granted. If applying online poses a hardship for you, the Human Resources Specialist listed on the announcement will provide assistance to ensure that applications are submitted online by the closing date. Applicants must contact the Human Resources Specialist during business hours BEFORE the closing date of the announcement and speak to someone who can provide assistance for your online submission.
You must answer any job specific vacancy questions. You will be rated based on your responses to any vacancy questions and especially the information provided in your resume. Breadth, recency, and length of experience in the field; training, awards, and commendations; past and current performance; and community or outside professional activities will be considered to determine your level of knowledge, skill or ability for this position. Abbreviated responses to the vacancy questions, such as “significant experience” or “see resume” do not provide enough information and should not be used. You will not be considered for this position if you leave any of the vacancy questions unanswered.
To begin the application process, select the "Apply On-line" button to the right on this screen. Then follow the prompts to login/register, submit all required supplemental documents, and complete the application process.Agency contact information
Lisa QuaylePhone817-200-1566TDD240-428-3217Fax817-200-1585EmailLisa.Quayle@nrc.govWebsitehttps://www.nrc.govAddressNUCLEAR REGULATORY COMMISSION
US Nuclear Regulatory Commission
1600 E. Lamar Blvd.
Region IV - Human Resources Staff
Arlington, Texas 76011
United StatesNext steps
You may check the status of your application at any time after the announcement closes by logging onto USAJOBs and selecting "Application Status."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 following documents are required and must be provided with your application. All application materials, including transcripts, must be in English.
List of supplemental material that may be applicable:
NOTE: Your complete application includes your resume, your responses to any vacancy questions, and if necessary, documents which prove your eligibility to apply.
To ensure all of the essential information is in your resume, we encourage you to use the USAJOBS online Resume Builder. If you choose to use your own resume, please ensure it contains all of the required information, and you organize it so we can associate the following information for each experience/position.If you fail to provide these documents, you will be marked as having an incomplete application package and you will not be considered any further.
- Job title
- Name of employer
- Beginning and ending dates of employment (month/year) format
- Hours worked per week. We will assume full-time unless otherwise stated. We will prorate part-time employment in crediting experience.
- Detailed description of job duties, accomplishments, related skills, and responsibilities to include any supervisory/managerial responsibilities and number of staff supervised (if applicable).
- Series and grade or equivalent (if a federal position).
If the position has an education requirement or you are qualifying on the basis of education, please submit your transcript OR list your education history including the type of degree and your major of study. If the position requires a certain number of credit hours, you are strongly encouraged to list the relevant courses along with the course credits in your resume.
Your resume must NOT include photographs, classified or government sensitive information, social security number (SSN), encrypted/digitally signed documents, or links to social media such as LinkedIn, or other inappropriate material or content (gender, age, race, date of birth, disability, marital status, protected health information, religious affiliation, etc.). If your resume contains prohibited information as listed above, your application will be determined ineligible, and you will not receive consideration for this position. We will not access web pages linked on your resume or cover letter to determine your qualifications. Cover letters are optional.
Please carefully review the list of document descriptions below, to see which documents are required for your application.
If you are an NRC employee, you are required to submit your most recent Rating of Record (Performance Appraisal) or a statement saying that one is not available.
If you are a current/reinstatement eligible Federal employee in the competitive service with status (Tenure Group 1 or 2), you will be considered under our merit promotion procedures and must submit a copy of your most recent non-award SF-50 (Notification of Personnel Action) to verify competitive status or reinstatement eligibility.
Veterans' Preference documentation, if applicable (e.g. DD-214 Member Copy 4 showing type of discharge/character of service; Current Active Duty members must submit a certification of expected discharge or release from active duty under honorable conditions dated within 120 days; SF-15 Form and related documentation; VA letter.) You can find additional information about Veterans' Preference at http://www.fedshirevets.gov/.
If you are applying under the Schedule A Hiring Authority and wish to be considered, you must submit supporting documentation (i.e., Schedule A Letter). You may refer to the following link for additional information. USAJOBS Help Center - Individuals with disabilities
All supplemental documents will now be collected electronically and should be submitted before the closing date of this vacancy announcement. You have two choices for submitting your supplemental documents:
1. Use the "USAJOBS" feature to download documents from your USAJOBS portfolio; or
2. Use the "Upload" feature to upload documents directly from your computer. The following types of documents can be uploaded: .gif, .jpeg, .png, .rtf, .pdf, and .docx.
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.
- Federal employees - Competitive service
Current or former competitive service federal employees.
- Federal employees - Excepted service
Current excepted service federal employees.
- Career transition (CTAP, ICTAP, RPL)
Federal employees who meet the definition of a "surplus" or "displaced" employee.
- Veterans
- Individuals with disabilities
- Military spouses
- Special authorities
Individuals eligible under a special authority not listed above, but defined in the federal hiring regulations.
- Peace Corps & AmeriCorps Vista
- National Guard and reserves
Current members, those who want to join or transitioning military members.
Clarification from the agency
Applications will be accepted from U.S. Citizens.