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Administrative Support Assistant

Company Name:
Department Of The Interior
All U.S. Citizens - No previous Federal Service is required. This is a permanent position in the competitive service. This is a part-time position, 20-30 hours per week BLM is seeking a dynamic and energetic individual to join the team to serve as an Administrative Support Assistant in the HiLine District Office, Malta Field Office in Malta, Montana. Information about the Malta area can be found at the Malta Chamber of Commerce website.
This is part-time position that will be scheduled to work 4-6 hours per day, Monday through Friday. Specific hours of duty will be determined upon entrance-on-duty.
Explore a new career with the BLM - where our people are our greatest natural resource. The BLM manages more land - approximately 253 million acres - than any other Federal agency. This land, known as the National System of Public Lands, is primarily located in 12 Western states, including Alaska. The Bureau, with a budget of about $1 billion, also administers 700 million acres of sub-surface mineral estates throughout the nation. The BLM's multiple-use mission is to sustain the health and productivity of the public lands for the use and enjoyment of present and future generations. For additional information about the BLM, please visit our website.
This position is also being advertised under vacancy announcement MT Merit-2015-0009. Only one person will be selected from these announcements. U.S. Citizenship is required. Security Clearance/Background Investigation is required. Be sure to read the "How to Apply" & "Required Documents" Sections. You cannot hold an active real estate license, nor can you have an interest or hold stocks in firms with interest in Federal Land. Direct Deposit Required. The incumbent serves as the receptionist for the Field office and provides principle clerical, administrative, and staff assistant support to Field Office and District staff members. At the full performance level, duties include but are not limited to the following:
Participating with the staff in the formulation of work programs and budget.
Maintaining the office budget, keeping full account of expenditures, assuring the accuracy of codes, dollar amounts, and compliance with the procedures.
Completing requisitions before each purchase, checking accuracy of activity codes and object class on requisitions.
Advising the staff of sources of supply, prices, delivery dates, and procurement regulations and processing to insure compliance.
Reconciling charge card computerized requisition statements and submitting to the District office for entering into Financial Management Business System (FBMS).
Assisting the staff in preparation of travel authorizations and travel vouchers, insuring accurate coding, estimation of costs, and calculation of claimed expenses.
Administering the Rangeland Administration System (RAS) data base, keeping it current and assuring accurate and timely issuance of approximately 250 permits and billing notices totaling some 140,000 animal-unit months (AUMs) of forage and ensuring accurate accounting of receipts.
Insuring vehicle safety inspections are completed monthly during the field season and bi-monthly the rest of the year.
Serving as the timekeeper for the office, overseeing completion of and auditing time and attendance reports for all employees.
Serving as the collections officer.
Maintaining accountability of all capitalized and major non-capitalized property.
Processing incoming/outgoing mail.
Reviewing all official correspondence format and content (spelling, sentence structure) to ensure it meets the agency standards prior to distribution.
You must meet all qualification requirements by the closing date of this announcement. Upon receipt of your complete application package, a review of your application will be made to ensure you meet the basic qualification requirements. Your rating will be based on your responses to the Job Specific Questionnaire and the information stated in your resume. If you meet the qualification requirements, your application will be placed in one of three categories: Best Qualified, Well Qualified, or Qualified . Within these categories, applicants eligible for veteran's preference will receive selection priority over non-veterans. In addition, interviews may be conducted for this position. The interviews may be conducted on a pass/fail basis or may be scored. The job specific questions relate to the following knowledge, skills, and abilities required to do the work of this position:
Knowledge of budget procedures and requirements to compile and organize budget work.
Skill in the use of PC equipment such as Microsoft Office and standard hardware such as printers, scanners, copiers, fax machines and office softwaresufficient to accurately input, retriev, and manipulate data and run associated reports.
Knowledge of and ability to follow established procedures for records creation, maintenance, and disposal; data administration; and quality control of data and records.
Ability to provide clear information or data both orally and in writing, in order to provide advice and guidance to the public, employees, and supervisor.
Working knowledge of purchasing to be able to work independently in procuring supplies, equipment, and services and of data collection and analysis concerned with reports and cash collections.
On-line Questionnaire: Please make sure that your responses to the on-line questionnaire are supported in your resume.
To preview questions please click here. For GS-05: One year of specialized experience equivalent to the GS-04 level in the Federal service - OR - Successful completion of a 4 years of education above high school level.
For GS-06: One year of specialized experience equivalent to the GS-05 level in the Federal service - OR - 9 semester hours of graduate education in a field directly related to the position.
Equivalent combinations of post-high school education and specialized experience may be used to meet total qualification requirements.
Specialized Experience: Experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, this experience must have been equivalent in difficulty and complexity to the next lower grade of the position to be filled.
For GS-05: Work consists of performing a full range of standard clerical assignments and resolving recurring problems. Work consists of related steps, processes, or methods. Examples include: performing administrative duties in support of the daily mission of an organization such as managing meeting schedules, reviewing ingoing and outgoing mail, responding to routine inquiries from staff and customers, proofreading and finalizing correspondences, maintaining a file plan, or inputting, tracking or gathering data/information from various automated and non-automated systems.
For GS-06: Work includes service as a clerical or administrative assistant, or related position, which consists of performing a full range of standard and non-standard clerical assignments and resolving a variety of non-recurring problems. Examples include implementing, monitoring, and maintaining various administrative programs such as record keeping, mail distribution, central files, reports control, awards, timekeeping and related activities; responding to requests for information using discretion and tact and being mindful of sensitive and confidential issues; locating, assembling and composing information for various reports, inquiries, and non-technical correspondence; or reviewing documents and reports for completeness and entering information into an automated tracking system. THIS IS AN ONLINE APPLICATION PROCESS THROUGH USAJOBS .
If you need assistance in applying online, please call or email the contact listed on this vacancy. If applying on-line poses a hardship for you (i.e. you do not have access to the internet) you must contact us prior to the closing date of the announcement for an alternative method of applying. PLEASE NOTE : If you have access to a public library, State Job Service Office, etc., you must use these resources to apply online.
You must follow the steps described below to complete the application process:
1)YOU MUST CREATE A PROFILE in USAJOBS under My Account. If you already have a registered profile in USAJOBS you do not need to register again. Your profile must contain a current resume for submission. In order to receive proper consideration, your resume should include the following information:
Personal contact information
Work experience (paid or unpaid) including - starting and ending dates (month and year), employer's name and address, job title (include job series and grade if Federal), duties and accomplishments, supervisor's name and telephone number, indicate if supervisor may be contacted, hours per week, and salary.
Education and job-related training including - school name, type and year of degrees/diploma received, credits earned and majors; title of training course and year of completion.
References - personal and professional
Additional information - skills (languages, tools, machinery, typing speed, etc.), certificates or licenses (current only), and/or honors, awards, and special accomplishments (recognition, professional memberships, publications, leadership activities, etc.).
Insufficient information could result in an ineligible rating. The USAJOBS Resume Builder was designed to ensure that your resume includes the standard information needed. The Resume Builder is an available tool when you login to your USAJOBS account.
2) COMPLETE THE ONLINE APPLICATION, including responses to all application questions, by clicking on the "APPLY ONLINE" button that appears on this announcement.
3) SUBMIT SUPPLEMENTAL DOCUMENTATION as applicable. See "Required Documents" section below.
It is your responsibility to ensure that a complete application (including a resume, on-line questionnaire, and applicable supplemental documentation) is received before by 11:59 PM Eastern Standard Time (EST) on the closing date of the vacancy announcement. NOTE: Technical problems may take at least 1 business day to resolve; therefore, you are highly encouraged to complete the application process prior to the closing date.
All applicable supplemental documentation must be uploaded or faxed (with generated fax cover sheets) to , and received before by 11:59 PM EST on the closing date of this announcement. See important information regarding uploading and faxing supplemental documentation below.
THE FOLLOWING SUPPLEMENTAL DOCUMENTATION MUST BE RECEIVED, AS APPLICABLE:
1 ) College Transcripts: If you believe you qualify based on your education, or a combination of education and experience, you must submit a copy of all college transcripts (undergraduate/graduate) or a list of college courses that include hours and grades from an accredited U.S. college/university. If your degree is from a Foreign Institution see click here to see Foreign Education requirements. Note: Transcripts must be submitted to each announcement as applicable .
2) Veterans Preference Documentation : If you are entitled to veterans' preference, you should indicate the level of veterans' preference you are claiming on your resume. Your veterans' preference entitlement will be adjudicated (verified) by the employing agency using the documents you provide. Missing documentation may result a change or removal of your claim for Veteran's preference. If you are claiming preference as a TP Veteran your profile must contain a copy of your DD-214, Certificate of Release, or Discharge from active military service. If you are claiming preference as a CP, CPS, or XP, your profile must contain a Standard Form (SF-15), Application for 10-Point Veteran Preference, with all applicable supporting documentation as instructed in the SF-15. If you are claiming preference based on sole survivorship (SSP), provide the documentation you received granting this preference. More information regarding Veteran's preference click here .
3) CTAP/ICTAP Documentation: If you are a CTAP or ICTAP Eligible applicant: Provide 1) a copy of your most recent SF-50 noting current position, grade level, and duty location; and, 2) proof of eligibility. It must be indicated in your application that you are applying as a CTAP or ICTAP eligible. Note: CTAP/ICTAP documents must be submitted to each announcement as applicable. CTAP/ICTAP eligibles are Federal employees that have been or are likely to be separated from Federal employment by a Reduction in Force (RIF). Current or former Federal employees eligible for the Career Transition Assistance Program (CTAP) or Interagency Career Transition Assistance Program (ICTAP) must fall within the Well Qualified or Best Qualified categories on the rating criteria for this position. For CTAP and ICTAP, well-qualified means that the applicant meets the qualification standard and eligibility requirements for the position, meets minimum educational and experience requirements, meets all selective factors, where applicable, and is able to satisfactorily perform the duties of the position upon entry. More information about these programs is available at the following web address:
Uploading and Faxing Supplemental Documentation:
You may submit your documents either via Auto-Requested Fax or by uploading your documents from your USAJOBS Profile. Auto-Requested Fax: allows you to submit required documentation that will be electronically displayed along with your resume. The opportunity to do this will be provided during the application process by a pop-up message option to generate an auto-requested fax cover sheet. Each document type must use the appropriate generated fax coversheet and be faxed in a separate transmission. Uploading Documents: instead of faxing your documents you may use the uploading procedures thru Applicant Manager (3MB is the maximum size allowed for a document). Do not use both options, only one document can be saved in each section, and only the latest document will be maintained in the system. Hard copy paper supplemental documents, submitted without prior Human Resources approval, will be considered as an incomplete application. Required documentation must be submitted by 11:59 p.m. Eastern Time, on the closing date of this announcement.
Checking Application Status and Materials :
Hint: Do this before the announcement closes. After you have completed your application , to check the status of your application materials log in to your USAJOBS account, select the "Applications" tab, check under the "Application Status" for this vacancy, once your resume and on-line questionnaire have been received it will state "Resume Received." Any other application status may indicate that you did not complete the application process and/or your application has not been submitted. Please note: A status of "Resume Received" reflects that your resume and on-line questionnaire have been received; applicable supplemental documentation may still need to be submitted (see required documents above). You will receive notification via email, generally within 2 weeks of the closing date of the announcement, as to whether or not your name was referred to the selecting official. To explore the benefits typically offered to most federal employees in permanent positions, visit the Office of Personnel Management's website at the above link.
Appointment is subject to meeting one-year probationary requirements.
RELOCATION EXPENSES: Travel, transportation and relocation expenses will not be paid by the Department of the Interior. Any travel, transportation and relocation expenses associated with reporting for duty in this position will be the responsibility of the employee.
Government facilities are required to provide a smoke free environment for their employees. Smoking will be permitted only in designated areas
SELECTIVE SERVICE: Male applicants born after December 31, 1959, must certify that they have registered with the Selective Service System, or are exempt from having to do so under the Selective Service Law. To register or verify your registration go to the Selective Service System website.
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