Duties

As an Administrative Support Assistant, you will:

• Provide administrative and office management activities in support of direct safety mission operations conducted by staff throughout a defined geographical regional area. Participate in conducting safety support operations including performance of internal checks and pre-approval process controls for on time and attendance; travel, fleet, facilities management; property and supply inventory accountability; procurement execution; and budget reconciliation within the appropriate system, application, or data record, to include report preparation, data entry and financial analysis. Carries out a variety of administrative and office management operational, non-technical safety activities, as needed due to staffing and/or workload demands.
• Process procurement requests. Act as a liaison between the Region and Headquarters on matters dealing with procurement, and other administrative actions; for procurement services (services under $2,500), including credit card purchases. Monitors and maintains controls for the spending of budgeted funds as primary purchase card holder. Performs monthly reconciliation of funds. Process requisition of equipment, supplies, and services. Verify the accuracy of periodic budget and accounting reports to confirm charges and status of allotments. Reconcile differences or questionable charges. Collectively assists in maintaining controls, including preparing reports for expenditures covering travel, training, supplies, equipment, and other administrative related items for the Regional Field Administrator or incumbents designated supervisors or managers.
• Plan, organize and accomplish a variety of administrative operations, office management, and program assistance tasks within the parameters of established policies and guidelines. Provide guidance and assistance to office personnel on administrative and procedural matters. Interpret regulations and directives governing effective administrative management in terms of requirements and standards. Ensure established criteria are communicated and that the criteria are implemented.
• Prepare special and recurring administrative reports. Provide assistance in collecting, reviewing, consolidating, and analyzing data in support of organization's programs and mission requirements. Ensure data/ information provided is consistent with the overall program requirements for submissions. Identify, restructure, and recommend ways of eliminating, combining, simplifying, or improving administrative and clerical office procedures and processes. Implement new systems or administrative processes to meet Regional Field Operations’ administrative needs.
• Provide assistance with a variety of administrative tasks across the Service Center Region, including time and attendance, leave, budget, and fleet management. Generates reports on timelines, electronic work activities in E2, CASTLE, USA Performance, and other administrative systems; and provides direction to staff on proper work activity processes. Monitor and track budget expenditures. Collect data, and projects costs to prepare financial reports. Compile costs from prior year’s operating budget and expenditure to extract information and other data on salaries, expenses, personnel changes, and equipment needs. Serve as backup purchase card holder and PIV agent. Assist with research and collection of source specific and technical information related to equipment inventory, vehicle fleet, and procurements.

The ideal candidate should possess strong computer skills (Word, Excel, Outlook, etc.) and have a variety of administrative experience in monitoring an office budget, fielding telephone calls, and reviewing documents, reports and travel expense vouchers. The ideal candidate should possess excellent organizational abilities, have exceptional interpersonal skills, give attention to detail and have a highly developed customer service ethic. Additionally, the candidate should have experience monitoring an office budget and have knowledge of federal policies and regulations for travel, procurement, time keeping, inventory and records management.

Requirements

Conditions of Employment

• You must be a U.S.Citizen and eligible for consideration.
• You must meet specialized experience to qualify.
• Required documents must be submitted by the closing date.
• Submit application and resume online by 11:59 PM EST on the closing date.

CONDITIONS OF EMPLOYMENT:

• SELECTIVE SERVICE: Males born after 12/31/1959 must be registered for the Selective Service.
• GOVERNMENT TRAVEL CARD: This position involves travel. A government contractor-issued travel card will be issued and must be retained for official business only.
• PROBATIONARY PERIOD: You must complete a one-year probationary period (unless already completed).
• TIME-IN-GRADE: Federal applicants must have served 52 weeks at the next lower grade in the competitive or excepted service in the executive branch to satisfy time-in-grade restrictions contained in 5 CFR 300, Subpart F.
• DEU REQUIREMENTS: Applicants selected under delegated examining procedures may be required to successfully complete a one-year probationary period (unless already completed).
• TELEWORK ELIGIBILITY: This position may be eligible for occasional and/or regularly scheduled telework. The number of telework days approved will be determined by your immediate supervisor or manager following the agency’s telework policy and guidance. If participating in the telework program, you will be required to sign a telework agreement detailing agency telework policy requirements, working conditions, and expectations for the position.

How You Will Be Evaluated

• 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.

  Review our 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.

  RESUME - All applicants must provide a resume created within USA Jobs Resume Builder, that shows relevant experience, education and support the required specialized experience. Formatted resumes can by uploaded later in the application process.

  PERFORMANCE APPRAISALS/INCENTIVE AWARDS: If applicable, performance appraisals and/or Incentive award documentation may be submitted and forwarded to the selecting official in consideration of your application. To receive credit, submit a recent performance appraisal (dated within 18 months) showing the official rating of record, signed by a supervisor, or statement why the performance appraisal is unavailable (do not submit a performance plan) and/or incentive award documentation dated within the last 18 months (i.e. performance awards, special act or achievement awards, quality step increases, etc.).

  VETERANS: Your last DD214 (member 4 copy), Certificate of Release or Discharge From Active Duty, that shows the type of discharge and all dates of active duty is required to verify your eligibility.

  • If applying to a vacancy opened to all US Citizens under category rating and wish to be considered as a preference eligible, you need to submit a copy of your DD214 (member-4 copy).
  • If claiming preference eligibility as a disabled veteran, you must submit proof of entitlement of this preference which is normally a valid letter from the Department of Veterans Affairs certifying to the present existence of the service-connected disability and indicating the percentage of your disability. An SF-15 is desired, but not required.
  • If applying to a vacancy opened Status and you are requesting consideration under Veteran's Employment Opportunity Act (VEOA) (https://www.fedshirevets.gov/job/shav/#veoa), you need to provide a copy of your last DD214 (member-4 copy), which verifies your military service dates, reason for separation, OR certification of separation that shows a discharge date within 120 days of the closing of this announcement, and eligibility for consideration under the Veterans Employment Opportunity Act.

  FEDERAL APPLICANTS: You must submit SF-50(s) that verify your highest competitive grade, full performance level, and eligibility as a federal applicant. DO NOT submit an award SF-50 as these often do not verify grade or eligibility. For consideration for a promotion, Box 4 of the SF-50 must show a date that is at least 52 weeks prior to the job announcement closing. We recommend submitting your last promotion SF-50 or within-grade increase SF-50. Pay adjustment raise SF-50s for the current year will not support the 52 weeks’ time-in-grade requirements. https://www.usajobs.gov/Help/working-in-government/service/SF-50/

  NON COMPETITIVE APPLICANTS: If requesting concurrent consideration for Non-competitive (NC) appointment eligibility, you must provide the appropriate SPECIAL APPOINTING AUTHORITY DOCUMENTS, such as PCS orders (military spouse) describing move & marriage certificate; letter from VA or DD214 describing 100% disability of spouse; letter from State Vocational Office certifying disability (schedule A), etc. For more information, visit military spouse NC appointments or Persons with Disabilities NC appointments.
  DISPLACED EMPLOYEES: If requesting consideration under the Career Transition Assistance Program (CTAP) or Interagency CTAP program (ICTAP), you must meet the well qualified standards for this vacancy (meeting minimum requirements for position and scoring at least an 85) and provide all of the following documents:

  • your most recent performance appraisal,
  • the proof of eligibility letter from the Agency, and
  • your most current SF-50, displaying current series and grade.

  Displaced employees may be eligible for ICTAP or CTAP priority consideration. For more information, please review the OPM Employee's Guide to Career Transition.

  Failure to submit any of the required documents by the closing date of the vacancy will result in your removal from consideration for this position. Please review your application prior to final submission and ensure you have submitted all appropriate documents. Uploading documents to USAJobs does NOT ensure inclusion with your application to our system. You must verify that the documents are in the system with your application prior to final submission.

  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 submit a complete application package (including resume, vacancy questions and supporting documents) no later than 11:59 (EST) on the closing date of the announcement.

  • To begin, click the "Apply Online" button on the job announcement posting.
  • Follow the directions to register, submit all required documents and complete the assessment questionnaire.
  • You may review your saved application(s) at https://my.usajobs.gov.

  If you are having difficulty applying online, please contact the DOT Automated Staffing Office via email at: Transjobs@dot.gov

  Agency contact information

  Automated Staffing Office

  Phone

  000-000-0000

  Fax

  000-000-0000

  Email

  TRANSJOBS@dot.gov

  Address

  DOT, FEDERAL MOTOR CARRIER SAFETY ADMINISTRATION
  Submit Application and Documents Online
  1200 New Jersey Ave SE / HAHR - 50
  Washington, District of Columbia 20590
  United States

  Next steps

  You may check your application status by logging into USAJobs.com. (Select "My USAJOBS" and click "Applications"). Within two weeks of the closing date, a Human Resources Specialist will evaluate your application. Ratings will be determined based on the documents and information received by the closing date. Qualified candidates will be assigned a category, not including points that may be assigned for veterans' preference. If the vacancy is advertised under status, your application will be scored on a scale between 70 - 100. The most highly qualified candidates are then referred to the hiring manager for further consideration. If the vacancy was advertised under category rating, then the appropriate veteran's preference will be applied. If you are selected for an interview, the hiring agency will contact you directly. Once the position is filled, we will notify all applicants of their final status.

• Fair and Transparent

  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

  • Equal Employment Opportunity (EEO) Policy
  • Reasonable accommodation policy
  • Financial suitability
  • Selective Service
  • New employee probationary period
  • Signature and false statements
  • Privacy Act
  • Social security number request

Required Documents

Clarification from the agency

Open to current and former Federal employees with competitive status, VEOA Applicants, AND All U.S. Citizens. This is a Bargaining unit position represented by (union 5562).