Administrative Support Specialist

Company: U.S. Food and Drug Administration
Location: Washington
Posted on: May 27, 2023

Job Description:

** Administrative Support Specialist****Department of Health And Human Services**** Office of Counsel to the Inspector General****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 Department of Health And Human Services, Office of Inspector General, Office of Counsel to the Inspector General.**Responsibilities**The incumbent serves as an Administrative Support Specialist in the Office of Counsel to the Inspector General (OCIG) and is responsible for planning and directing the human resources (HR) and budget administrative functions of the Office. The incumbent plans, administers, and coordinates administrative services including budget formulation and execution, financial planning, accounting, procurement and contract administration, human resources management, space and equipment utilization, travel, property and records management, and related administrative support services. Plans, coordinates, and monitors the administrative support functions for the OCIG and serves as technical adviser to management with respect to HR, budget, space, procurement, contract, and administrative services matters. The incumbent is expected to have knowledge of policy and procedures of all administrative functions of the Office. Advises management on a broad range of policies, issues, regulations, problems, and management systems. Maintains and controls position descriptions and documentation and reviews HR action requests to ensure appropriate information and supporting documentation is submitted for expeditious processing and action. Responsible for maintaining current organizational and functional charts. Carriers out special projects and writes and reviews outgoing correspondence. Prepares and reviews HR action requests and insures completeness. Coordinates with the originator of action request(s) to resolve problems. Provides assistance to supervisors in developing information to document HR action requests. Ensures accuracy of spelling, grammar, format and assembly of all position descriptions and support documentation. Works directly with the servicing HR office in response to requests for documents and other HR related data. Coordinates with servicing HR office in response to requests from supervisors and employees. Maintains the organization's HR data system and follows up on action requests by tracking individual cases, actions or requests. Aids employees in obtaining security clearances, introducing new employees to the organization, and monitoring their progress and aids employees in obtaining Government travel credit cards. Develops administrative guidelines and procedures for the organization. Serves as the focal point for the control and monitoring of the Employee Performance Management System. Initiates follow-up action to ensure timely completion of all required performance ratings. Provides information to managers and supervisors in planning for transfer of employees relating to documentation, regulations and entitlement. Provides assistance to individual employees and ensures that the procedural requirements of the organization are met. Reviews all employee travel orders and vouchers for accuracy and conformance with Federal and Department travel regulations. Serves as the focal point for receipt of notifications of within-grade increases and maintains control and follow-up action. Reviews completed certification to ensure requirements for documentation are met. **Travel Required**Occasional travel - You may be expected to travel for this position.** Supervisory status**No ** Promotion Potential**12 **Requirements**** Conditions of Employment**+ U.S Citizenship is required.+ Registration with the Selective Service (if applicable).+ Suitability for Federal employment determined by background investigation.+ One-year probationary period may be required.+ Time in grade must be met within 30 days of closing date of announcement. ** Qualifications**Applicants must meet all the qualification requirements, including education, and any selective placement factors described below within 30 days of the closing date of this announcement. Education used as part of an application package will only be considered if complete transcripts are submitted and must be from an accredited institution as recognized by the U.S. Department of Education. To see if your institution is accredited, please follow this link: Applicants must have 1 year of specialized experience equivalent to the next lower grade level in the Federal service which provided the applicant with the knowledge, skills and abilities to perform the duties of the position. **Qualifying specialized experience includes:** 1. Developing and implementing policies and procedures concerning administrative support programs; 2. Performing technical and analytical work involving personnel and administration; and 3. Collecting, maintaining, and reporting on human resources data. Applicants may substitute education for the specialized experience. For this positions a Ph.D. or equivalent doctoral degree or three full years of progressively higher-level graduate education leading to such a degree may be substituted for specialized experience. A combination of the experience and education described above is qualifying. Total education and experience must equal at least 100 percent to qualify. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Your resume should include the dates of all qualifying experience (from month/year to month/year) and the number of hours worked/volunteered per week. **Education****Foreign Education:** Education completed in foreign colleges or universities may be used to meet education requirements if you can show that the foreign education is comparable to that received in an accredited educational institution in the United States. It is your responsibility to provide such evidence when applying. Click on the link for a recognized as specializing in interpretation of foreign education credentials. **Additional information****Recruitment Incentives:** None. **Security and Background Requirements:** A background security investigation will be required for all appointees. Appointment will be subject to the applicant's successful completion of a background security investigation and favorable adjudication. Failure to successfully meet these requirements may be grounds for appropriate personnel action. In addition, if hired, a background security reinvestigation or supplemental investigation may be required at a later time. Applicants are also advised that all information concerning qualifications is subject to investigation. False representation may be grounds for non-consideration, non-selection and/or appropriate disciplinary action. **E-Verify:** If you are selected for this position, the documentation that you present for purposes of completing the Department of Homeland Security (DHS) Form I-9 will be verified through the DHS "E-Verify" System. Federal law requires DHS to use the E-Verify System to verify employment eligibility of all new hires, and as a condition of continued employment obligates the new hire to take affirmative steps to resolve any discrepancies identified by the system. The U.S. Department of Health and Human Services is an E-Verify Participant. **Direct De

Keywords: U.S. Food and Drug Administration, Washington DC , Administrative Support Specialist, Administration, Clerical , Washington, DC