Reclamation is seeking a career professional looking for an opportunity to capitalize on their expertise as a Administrative Support Assistant (Office Automation). Make a difference in the West by assisting in meeting increasing water demands while protecting the environment. Duty Location: Sacramento, California

Duties

Manages calendars for the Public Affairs Officer/Chief and PAO team. Schedules and coordinates appointments, conferences, and speaking engagements, events, tours, etc. (e.g., date and time of the meeting; selects and reserves the location). Arranges meetings at the request of the manager. Coordinates with and notifies participants and their staffs of meeting details to ensure attendees' availability and confirm attendance, travel, or other needs. Cancels and reschedules meetings, making appropriate notifications to participants. Assembles background material for agenda items and informs participants of topics to be discussed. Attends and serves as recorder at meetings and conferences. Manages telephone calls, oversees general email in/outboxes, and directs visitors to the office. Serves as an informational resource and technical advisor for administrative support functions. Maintains final control of all outgoing correspondence, reviewing correspondence for proper grammar, spelling, and punctuation, and appropriate style, tone, format, and conformance with Reclamation's Correspondence Handbook. Handles mail within personal ability including drafting replies to general inquiries of a non-technical nature, collecting data, and preparing reports, or otherwise acting on requests received, concerning procedural or administrative requirements, as outlined in directives or procedures, or as specifically requested by the manager. Organizes material and prioritizes assignments according to suspense dates, ensuring deadlines are met and mail is moving in a timely manner. Prepares and finalizes all travel authorizations and vouchers within the prescribed timeframe. Arranges travel in a timely manner to include securing transportation and hotel reservations, making conference or training registrations for the PAO managers and staff, including complicated itineraries. Schedules meetings and/or site visits at the destination. Locates, reserves, and manages rental needs (transportation, hotel, etc.,) as well as assisting with logistics of refreshments for meetings, tours, etc., and notifies organizations and officials of visits. Serves as timekeeper. Receives and reconciles hardcopy time sheets for the manager's approval. Researches and resolves errors and technical problems creating leave and earnings discrepancies. Develops and maintains current knowledge of issues, priorities, and sensitivities affecting the work of the office through regular consultation with the manager and management team, review of reports, Intranet and other searches, and frequent interaction with internal and external contacts. Gathers information as part of general and Freedom of Information Act (FOIA) requests for manger review, working with subject matter experts to gather and sort through pertinent information in relation to the work of the office, Reclamation, with input on the appropriateness of releasing such information. Drafts letters of acknowledgement, commendation, notification, etc., for manager's signature. Ensures appropriate action has been assigned and is tracked for completion and reporting purposes. Serves as a main point of contact for using and distributing materials through public affairs distribution platforms as needed to support the PAO program. Retrieves, updates, organizes, and maintains various types of contact data for specialized PAO groups. Prepares a variety of reports and documents including one-of-a-kind and/or recurring reports from information obtained from the staff, various files and documents, and other sources then distributing reports as needed on an infrequent/frequent basis. Creates and implements filing and logging systems tailored to the specific needs of the office and or as requested by the PAO managers. Creates, organizes, and maintains subject matter files and records relating to work performed directly by or for the manager or associated with the overall work of the office. Supports the organization by researching, compiling, and summarizing data, concerning personnel salaries and other expenses needed for formulation of budget estimates. Maintains status accounts and works with Budget Office to reconcile accounts and adjust balances. Prepares a variety of routine and special reports and presentations covering the status of funds, expenses, and obligations. Serves as the primary point of contact for the FAIR ACT compliance and as the regional sign and uniform coordinator, and for all PAO office property inventory and reporting duties.

Requirements

Qualifications

In order to be rated as qualified for this position, the HR Office must be able to determine that you meet the education and/or specialized experience requirement - this information must be clearly supported in the resume. To qualify at the GS-05, you must possess one year of specialized experience equivalent to the GS-05 grade level in the Federal service, or comparable in difficulty and responsibly to the GS-05 level if outside the Federal service. Specialized experience is defined as experience in managing calendars, schedules, coordinating appointments for conferences, engagements, events, etc.; coordinates participants and meeting details; assemble material for meetings; taking minutes of meetings; manage phone calls, general email account; visitors; maintain final control of outgoing correspondence for proper grammar, format, spelling, tone, etc.; maintain files; supports organizations research, compiling data. OR You could otherwise qualify on the basis of Education having completed r years above high school and/or obtained a Bachelor's degree from an accredited college or university. OR Combination of Education and Experience: A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%. To compute the percentage of the requirements, divide your total months of experience by 12. Then divide the total number of completed graduate semester hours (or equivalent) beyond the second year (total graduate semester hours minus 36) by 18. Add the two percentages. To qualify for the GS-06, you must possess one year of specialized experience equivalent to the GS-05 grade level in the Federal service, or comparable in difficulty and responsibly to the GS-05 level if outside the Federal service. Specialized experience is defined as experience in managing calendars, schedules, coordinating appointments for conferences, engagements, events, etc.; coordinates participants and meeting details, to include attendance and travel; assemble material for meetings; taking minutes of meetings; manage phone calls, general email account; visitors; maintain final control of outgoing correspondence for proper grammar, format, spelling, tone, etc.; draft letters/correspondence for manager and staff as needed; prepare reports and documents; maintain files; supports organizations research, compiling and summarizing data. 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. You must meet all Eligibility and Qualification requirements, including any selective placement factors if applicable, by 08/10/2023.

Education

This position does not allow substituting education for experience for the GS-06 level.

This vacancy announcement allows substituting education for experience at the GS-05 grade level. Applicants must submit a copy of college transcript(s) (unofficial copy is acceptable) to support claimed education if substituting education for experience. Transcripts must include the name of the college or university and date the degree was conferred. A typed list of courses, grades, semester/quarter hours, GPA, etc. will not be accepted. Non-submission may result in being rated not qualified for the position.

You will be required to provide official college transcripts to verify educational qualifications, if selected. An official transcript must be sent directly from the University's Registrar's office and must be provided from the institution awarding the degree. Academic transcripts certified by notary publics are NOT official. Official transcripts must be submitted prior to reporting to work as a condition of employment. Failure to submit official transcripts may be grounds for dismissal or rescission of the job offer.

Accreditation: Only education from an accredited college or university recognized by the Department of Education is acceptable to meet education requirements or to substitute for experience, if applicable. For additional info, refer to the Office of Personnel Management and U.S. Department of Education.

Foreign Education: To receive credit for education completed outside the United States, you must show proof that the education has been submitted to a private organization that specializes in interpretation of foreign educational credentials and such education has been deemed at least equivalent to that gained in conventional U.S. education programs. For additional info, refer to the U.S. Network for Education Information's

Contacts

• Address Office of Public Affairs Bureau of Reclamation 2800 Cottage Way Sacramento, CA 95825 US
• Name: BOR CA Great Basin Human Resources Office
• Phone: 916-978-5476
• Email: [email protected]