Administrative Services Assistant (OA)

Executive Office for U.S. Attorneys and the Office of the U.S. Attorneys•Fargo, ND

About The Position

The Administrative Services Assistant (OA) joins the Administrative Division and provides a range of administrative and technical support services. Duties include preparing and distributing documents, coordinating schedules, maintaining administrative procedures and records, supporting district financial files, using software to manage documents, sharing guidance with staff, and providing reception coverage. Assignments will become more complex as training and experience progress. The announcement states that additional positions may be filled as needed and that the position is also announced to all U.S. citizens and nationals under a separate announcement.

Requirements

Be a U.S. citizen or national.
Meet the applicable qualification requirements for the GS-5, GS-6, or GS-7 level. GS-5 eligibility requires one year of specialized experience equivalent to GS-4, four years of education above high school, or a qualifying combination of education and experience.
For GS-5 specialized experience: clerical support in an office environment, including answering multi-line phones, greeting and directing visitors, retrieving factual information from files or reference sources, processing mail, and maintaining files.
For GS-5 education-and-experience combinations, only education beyond the first 60 semester hours is creditable; 30 semester hours beyond the second year is equivalent to six months of specialized experience.
For GS-6 eligibility: one year of specialized experience equivalent to GS-5, including composing correspondence from records or files; preparing recurring reports; receiving, reviewing, and distributing mail; entering data into case management systems; assisting with routine employee paperwork; maintaining office files, records, logs, and manuals; operating a multi-line telephone system; and receiving and referring visitors.
For GS-7 eligibility: one year of specialized experience equivalent to GS-6, including entering personnel information into automated personnel or payroll systems; providing general information on employee benefits and time and attendance; preparing invoices and fiscal items for payment; maintaining routine-services contracts; purchasing supplies, equipment, and contract services; monitoring purchase orders; maintaining property records; and maintaining electronic databases and case-management information.
For GS-7 qualification, type at least 40 words per minute on a five-minute sample with no more than three errors; a typing test may be required.
Federal employees must meet time-in-grade requirements within 30 days after the announcement closing date.
Meet all qualification and eligibility requirements within 30 days after the announcement closing date and before placement.
Complete a satisfactory pre-employment adjudication, including fingerprint, credit, and tax checks and drug testing; continued employment is subject to a favorable background investigation.
Register for Selective Service if applicable.
A one-year probationary period may be required if selected.
Degrees and coursework used to meet education requirements must be from appropriately accredited institutions; foreign education must be shown to be comparable to U.S. education. Documentation must be in English or accompanied by an English translation.

Responsibilities

Support administrative and technical needs of the Administrative Division, including non-standard assignments.
Prepare, review, and distribute correspondence, memoranda, reports, and other documents.
Maintain office calendars and schedule management meetings, conferences, and appointments.
Develop and maintain administrative procedures, tracking systems, and operating practices.
Maintain financial files and reports for the district.
Use software programs to create, copy, edit, store, retrieve, and print documents.
Distribute information, notices, and administrative guidance to staff.
Provide reception coverage duties.