Management Assistant (OA)

at Office of the Secretary of Health and Human Servic in Chicago, Illinois, United States

Job Description

Summary This position is located in the Department of Health and Human Services, Office of the Secretary of Health and Human Services, Office of the General Counsel, located in Chicago, Illinois. This announcement will be open for 10 business days OR until the first 100 applications have been received, whichever happens first. Responsibilities The incumbent of this position serves as a management assistant and reports directly to the Associate General Counsel (AGC) or one of the Deputy Associate General Counsels (DAGCs) as directed by the AGC. Duties include: Assists the Administrative Support Specialist in the formulation of the annual budget estimate for salaries, benefits, supplies and services. Assists the Administrative Support Specialist in preparing estimates in support of anticipated needs for supplies, subscriptions, printing, equipment, and travel. Maintains control records of new assignments in accordance with office procedures for tracking workload and time expended in completing tasks. Compiles statistics of office workload and financial recoveries, used for reports to the Immediate Office. Prepares all travel arrangements for office staff and prepares travel orders and vouchers using multiple online travel management systems. Advise staff on changes to travel policies and regulations Reviews records for error; works with payroll liaison to resolve differences. Draft guidance and/or other materials relating to office procedures and all phases of clerical work. Requirements Conditions of Employment Qualifications Applicants must demonstrate that they meet the Minimum Qualification requirements as noted below. Minimum Qualifications:GS-08: You must possess at least one year of specialized experience equivalent to the GS-07 level in the Federal service (obtained in either the public or private sectors) performing all of the duties listed below: 1. Assisting higher level Specialists in handling office and personnel matters; 2. Maintaining files, reports, and other documents; reviewing, preparing, and distributing correspondence; 3. Using automation software to produce a variety of documents. Minimum Qualifications:GS-09: You must possess at least one year of specialized experience equivalent to the GS-08 level in the Federal service (obtained in either the public or private sectors) performing all of the duties listed below: 1. Knowledge of administrative concepts, regulations, principles, and office practices; 2. Preparing a variety of documents and other correspondence; 3. Preparing travel orders, travel vouchers, and/or purchase requests for office staff; 4. Using a variety of software and/or databases to prepare, revise, calculate, store, and retrieve data. Documenting Experience: IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Qualifications are based on breadth/level of experience. In addition to describing duties performed, applicants must provide the exact dates of each period of employment (from MM/YY to MM/YY) and the number of hours worked per week if part time. As qualification determinations cannot be made when resumes do not include the required information, failure to provide this information may result in disqualification. Applicants are encouraged to use the USAJOBS Resume Builder to develop their federal resume. Do not copy and paste the duties, specialized experience, or occupational assessment questionnaire from this announcement into your resume as that will not be considered a demonstration of your qualifications for this position. In accordance with Office of Personnel Management policy, federal employees are assumed to have gained experience by performing duties and responsibilities appropriate for their official series and grade level as described in their position description. Experience that would not normally be part of the employee’s position is creditable, however, when documented by satisfactory evidence, such as a signed memorandum from the employee’s supervisor or an SF-50 or SF-52 documenting an official detail or other official assignment. The documentation must indicate whether the duties were performed full time or, if part time, the “percentage of times” the other duties were performed. It is expected that this documentation is included in the employee’s official personnel record. In order to receive credit for experience in your resume that is not within the official series and grade level of your official position, you must provide a copy of the appropriate documentation of such experience as indicated above. 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; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to gain employment. You will receive credit for all qualifying experience, including volunteer experience. If such experience is on a part-time basis, you must provide the average number of hours worked per week as well as the beginning and ending dates of the experience so it can be fully credited. OPM Qualification General Policies Website www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-policies/#url=app All qualification requirements must be met by the closing date of the announcement. Education Education is not substitutable for the specialized experience requirement of this position. Additional Information INCENTIVES Incentives may be authorized; however, this is contingent upon multiple factors, including funds availability. If authorized, certain incentives may require you to sign a service agreement to remain in the Federal government for a period of up to 3 years. Note: This statement does not imply nor guarantee an incentive will be offered and paid. Incentives may include the following: moving expenses, recruitment or relocation incentive; student loan repayment, superior qualifications appointment, creditable service for annual leave for prior non-federal work experience or prior uniformed military service, etc. In accordance with Executive Order 12564 of September 14, 1986, The Department of Health and Human Services (HHS) is A Drug-Free Federal Workplace. The use of illegal drugs, on or off duty, by Federal employees is inconsistent not only with the law-abiding behavior expected of all citizens, but also with the special trust placed in such employees as servants of the public. Veterans’ Preference – https://www.fedshirevets.gov/job-seekers/veterans/veterans-preference/#content Reasonable Accommodation: This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please see Agency Contact Information for whom to contact for more info. The decision on granting reasonable accommodation will be made on a case-by-case basis. You must contact the HR contact on the vacancy announcement at least three business days before the closing date of this announcement to receive assistance. For more information on disability employment, please visit https://www.opm.gov/policy-data-oversight/disability-employment/ Selective Service: Males born after December 31, 1959 must be registered or exempt from Selective Service – http://www.sss.gov Career Transition Program: This program applies to Federal service employees whose positions have been deemed surplus or no longer needed, or employees who have been involuntarily separated from a Federal service position within the competitive service. To receive selection priority for this position, you must: 1) meet eligibility criteria for CTAP or ICTAP; 2) be rated well-qualified for the position; and 3) submit the appropriate documentation to suppor