Summary This position is located in the Office of Nuclear Security and Incident Response. The supervisor is Craig Erlanger. This position is Non Bargaining Unit. This position is not subject to Confidential Financial Disclosure reporting requirements. This position is not subject to security ownership restriction reporting requirements. Responsibilities The successful candidate will perform the full range of Administrative Assistant duties. Such duties include but are not limited to: 1. Using Microsoft Office to produce letters, memoranda, reports, presentations, and other textual documents and performs a variety of office automation functions. Composes correspondence, reports, presentations, and analysis on matters that are less than routine, based on direction provided by the Office Director or Deputy Director. Such work examples include research summary reports, draft international agreements, employee viewpoints, attrition reports, trend analysis, and simple surveys. 2. Reviewing all correspondence (reports, memoranda, CA notes, etc.). and action items that are presented for the signature or concurrence of the Office Director or Deputy, assuring that all material is proo for grammatical correctness, and conforms to format, style, and appearance required for documents in accordance with office and agency procedures, i.e. MD 3.57. Calls to the attention of the Office Director or Deputy when appropriate, the adequacy and appropriateness of the distribution of copies of outgoing correspondence. Makes recommendations for additions or deletions based upon personal knowledge of the office\'s relationships with other organizations. 3. Receiving incoming telephone calls determining the identity of the caller and nature of the call for the front office and divisions as necessary. Callers may include the White House staff, Members of Congress, Commissioners, executives or other high-ranking government officials, etc. Decides as to whether the call is of such importance that it may require the personal attention of the Office Director or Deputy, when appropriate, or if the caller should be referred to the appropriate division concerned with the subject. 4. Making arrangements for conference rooms, including space, time, appointment via email, equipment, etc. including all staff meetings. Informs participants of topics to be discussed and provides them with necessary background information. Attends meetings upon request and prepares minutes for distribution to attendees in a timely manner. Initiates and facilitates meetings through the development of agendas and preparation of meeting materials. Coordinates virtual meetings (e.g., WebEx, Skype, ZOOM), accessing IT support as necessary for the effective deployment. 5. Maintaining the Office Director and Deputy calendars, making appointments using own discretion, and advises them of appointments, meetings, etc. Coordinates and adjusts schedules as necessary to meet daily office itinerary. Assists the Office Technical Assistant as needed with office coordination activities. Leads the office response, including division coordination, to routine administrative requests, included ticketed items (e.g., FOIA requests, appraisals, public meetings, SECY papers, CA notes, etc.). 6. Providing leadership and guidance to the other office Administrative Assistants, at the division and branch level, in coordinating office-wide activities and initiatives, implementing new and existing agency-wide processes, facilitating efficiency and consistency in work products and processes across the office, and leading cooperation among those staff as team facilitator. This includes coordinating and leading regular meetings with other Administrative Assistants to share information on correspondence management, provide guidance and any other office level training necessary. 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 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. Qualifications In order to qualify for this position, you must have at least one year of specialized experience at the next lower grade level in the Federal service or equivalent experience in the private or public sector. The ideal candidate will be able to demonstrate the following: 1. Demonstrated proficiency with office automation applications, such as Office; Word; Outlook; power point presentations; and agency specific programs. 2. Demonstrated knowledge of proper grammar, spelling, punctuation, and correspondence procedures sufficient to prepare and review outgoing material for correctness, proper format, and completeness. 3. Demonstrated ability to provide administrative support in a variety of areas, correspondence control, time, and attendance reporting, etc. 4. Demonstrated ability to work efficiently in handling multiple assignments with competing priorities, often under considerable pressure to meet deadlines. 5. Demonstrated ability to effectively teach, communicate orally and in writing, and to deal tactfully, efficiently, and professionally with all levels of personnel. SPECIALIZED EXPERIENCE is defined as: direct experience as an administrative assistant and a proven track record fulfilling core functions that include, but are not limited to, the management of executive calendars, records management, staff/management travel support, document review, and competencies using job related applications using agency applications such as ADAMS, E-travel, and E-concurrence. 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. Education There is no OPM qualification standard for this series. If a standard is needed to fill the positions in this series, the employing agency should contact OPM for assistance. Additional Information The duty location of this position is Rockville, MD. 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.
