Job Details
** Administrative Support Specialist**
**Legislative Branch**
**Location**
1 vacancy in the following location:
** Relocation expenses reimbursed**
No
** Telework eligible**
Yes as determined by agency policy
**Duties**
** Summary**
This position is located in the Architect of the Capitol, Office of the Chief of Operations, Superintendent, House Office Buildings (HOB). The selectee implements (or expands) administrative strategies for each program area, including but not limited to developing written communications, major reports, internal controls and office operations. Manages a full range of day-to-day administrative activities within the office including RML/PII records management, and special projects/studies.
**Responsibilities**
The selectee for this position will:
**ADMINISTRATIVE AND PROGRAM MANAGEMENT**
Review, prioritize and address substantive and complex issues impacting the planning, implementation and evaluation of HOB programs and services. Supports HOBs organizations execution of policies and procedures, including the Strategic Plan goals.
Analyze policies concerning operating programs and recommends management proposals to enhance the quality and productivity of the work environment.
Identify and develop data required for the management and direction of programs, including developing metrics. Analyze and review documentation procedures and controls, files, directives, forms, records control and disposal procedures and perform equivalent management information studies having impact on all divisions throughout the House Office Buildings. Prepare new and review established directives and delegations of authority which reflect the operating policies of the activity.
Assist in the development of new methods for coordinating the administrative work of a complex organization. Assist in the creation of standard operating procedures for administrative functions within office.
Utilize organizational knowledge to determine and distribute sensitive and critical tasks to HOB senior leadership and managers.
Design and develop various forms and reports in accordance with AOCs Communications Standards and Guidelines.
Manage the supervisors calendar. Schedule meetings and make arrangements such as preparing agendas, notifying participants and arranging luncheons and similar matters.
Attend and record the minutes of meetings.
Apply a thorough knowledge of the various subordinate levels of hierarchy and differing technical functions to determine who should handle complicated inquiries from telephone callers and personal visitors.
**Records Management/PII Liaison and CUI Custodian**
Serve as the Jurisdiction Records Management Liaison (RML) to the AOC, Records Management and Archives Branch (RMAB) to ensure Jurisdiction staff are aware of their responsibilities to manage their official records, both paper and electronic, according to the AOC records management policies.
Liaison with the RMAB to ensure Jurisdiction staff adhere to the records disposition and retention requirements stipulated by the AOC records schedules. Notify and liaison with the RMAB when updates to the Jurisdiction records schedule are needed.
Serve as the Jurisdiction liaison to the Chief Agency Privacy Officer (CAPO) to ensure Jurisdiction compliance with protecting personally identifiable information (PII) according to the AOC privacy policy and to ensure the submission of the Jurisdiction Privacy Protection Plan.
Responsible for ensuring that electronic and paper records are properly organized, managed, retained in accordance with the approved records schedule and protected.
**WRITING AND COMMUNICATIONS**
Communicate with the management team on the status of different work activities and efforts. Report regularly on the progress of specific cases. Advise and recommend innovative approaches for avoiding and /or resolving problems and reducing conflicts.
Participate in policy formulation and review liaison activities for agency-wide programs.
Conduct briefings on major changes to polices, procedures and programs.
Participate on boards and committees as the representative of the Jurisdiction in dealing with matters which extend well beyond the assigned program responsibility. Serve as the principal representative and contact for the jurisdiction at meetings dealing with issues and information in the area of expertise and program responsibility.
Serve as jurisdiction emergency coordinator, organizes jurisdiction emergency preparedness with divisional OECs, and ensures annual and quarterly compliance by reviewing emergency response information with staff and assists in coordinating divisional employee accountability to PPM leadership during drills/exercises as well as real-life events.
Assist in the development and documents standard operating procedures (SOPs). Assist with developing new or modified policies, goals or objectives. Write and create presentations for HOB on various topics. Prepare written material including memos and emails for HOB on administrative operations.
Prepare reports, correspondence and other written materials in accordance with established regulations and guidelines, as directed.
Communicate with the Superintendent and Deputy Superintendent on the status of different work activities and efforts. Report regularly on progress of specific cases/issues. Advise and recommend innovative approaches for avoiding and/or resolving problems and reducing conflicts.
Prepare written and visual communication products that are consistent with guidance issued by the AOC.
Develop and administer materials on behalf of HOB.
**Travel Required**
Not required
** Supervisory status**
No
** Promotion Potential**
11 - Position has non-competitive promotion potential to the GS-11
**Requirements**
** Conditions of Employment**
+ You must be a U.S. Citizen.
+ Your resume and question responses must demonstrate the job-related KSAs.
+ You must meet the definition of specialized experience.
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** 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
**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 in the normal line of progression for the occupation.
Candidates for the GS-09 grade level must have at least 52 weeks of specialized experience equivalent to the GS-07 grade level in the Federal service.
Specialized experience for this position includes:
+ Experience supporting basic and routine administrative processes and functions
+ Experience reviewing, formulating and recommending new and revised administrative policies, procedures and/or programs
+ Experience in records management procedures, policies, and regulations
+ Experience reviewing and analyzing administrative functions such as records management, accountability, disposition and retention
+ Experience organizing records and information based on organizational requirements; and/or disposition of records consistent with established policies and procedures **Applicants MUST meet three of the five specialized experience examples.**
**Education**
Education: Applicants may substitute education for the experience requirement for the GS-09 level. The education must be:
A master's or equivalent gradu