Job details
Job type full-time number of hires for this role 1
Full job description
Announcement #: 4249
Opening date: 8 october 2021 pay plan/series/pay band: nf-0303-03
Closing date: 22 october 2021 work schedule: full time (30-40 hrs/wk)
Position: administrative and travel specialist salary: negotiable
Who may apply: all sources location: chesapeake, va
Duties:
Coordinates and performs a wide variety of responsible administrative functions in support of upper level management functionsOrganizes flow of operational program processes in an office environmentEstablishes status of actions on numerous projects and program operationsMay serve on a variety of advisory committees.
Reviews and interprets directives and regulationsMaintains official filesAdvises staff on development and implementation of local administrative directives and proceduresAssists in the development of internal policies, procedures and work methods affecting administrative management operationsEnsures compliance by managers and supervisors by reviewing and revising studies, reports, correspondence for accuracy and formatCollects, compiles and organizes information and data to meet administrative requirementsPrepares correspondence and drafts instructionsFacilitates methods for automating reports and correspondence and ensures adherence to paperwork management requirements and coast guard standards of grammar and punctuationUses a personal computer to transmit correspondence, create reports, databases, spreadsheets, graphics, slide shows and presentationsManipulates data to meet presentation and report requirements.
Enforces and guides employees on proper naf correspondence rules and correct grammar, spelling, capitalization and punctuationReceives telephone callers, visitors, complaints and outside contacts and directs them to appropriate contacts when necessaryReceives and delivers messages to staff membersArranges and maintains appointment calendars for managementRoutes incoming mail to managementEstablishes suspense dates to collect responses and submits information as required by requests.
Serves as a travel expert and performs a wide variety of administrative functions in support of travel program for commandArranges travel and prepares travel orders for staffOrganizes flow of operational program processes in an office environmentEnsures that every facet of the business travel is well planned and adheres to government travel regulationsConducts fact-finding interviews of the traveler to ascertain the of the travel needs, then applies their knowledge of travel systems, airline reservation systems, hotel reservation systems and car rental companies to secure cost effective travel
ArrangementsAudits and verifies the validity of travel claims and supporting documentation per federal travel regulations and submits for refund.
May perform support functions such as gathering statistical data; monitoring and reporting on support budgets; assisting in developing financial plans, obligating funds, liquidating travel claims; maintaining stock of office supplies, making arrangements for special events; preparing and conducting briefs, presentations and training sessions; monitoring and distributing personnel paperwork such as selection and recruitment requests, personnel actions, training notices, performance reviews, position descriptions, individual development plans.
Provides world-class customer service with an emphasis on courtesyAssists customers and communicates positively in a friendly mannerActs to solve problems quicklyAlerts the higher-level supervisor, or proper point of contact for help when problems ariseAdheres to safety regulations and standardsPromptly reports any observed workplace hazards, and any injury, occupational illness, and/or property damage resulting from workplace mishaps to the immediate supervisorAdheres to established standards of actively supporting the principles of the eeo program and prevention of sexual harassmentMaintains confidentiality and observes requirements regarding personally identifiable information (pii)Performs other related duties as assigned.
You will be evaluated for this position based on how well you meet the qualifications belowYour resume/application must demonstrate the required experience/educationPlease see additional information on how your application is evaluated.
Qualifications required:
Minimum:
1.two years experience administrative assistant experience which demonstrates broad knowledge of administrative practices and principles.
2.advanced computer skills including microsoft office suite experience.
3.this is a white-collar position where occasional lifting up to 20 lbsMay be required.
Preferred: (in addition to the minimum qualifications):
1An associate’s degree from an accredited university with emphasis business administration or other related field.
2One year or more of travel planning experience.
3Executive administrative assistant experience.
4Experience working as a naf of uscg employee.
Other essential information:
- selectee will be required to participate in direct deposit/electronic funds transfer as the standard method of payment for payroll and travel purposes.
- males born after 12/31/59 and at least 18 years of age must be registered with the selective service system, unless covered by an exemption under the selective service law, in accordance with 5 u.sCode 3378Selectee will be required to provide a written statement regarding his registration status, unless he is exempted by this statute.
- must satisfactorily complete a federal background check
Us citizens and non-citizens authorized to work in the us, must have lived in the us for three of the last five years, and meet residency requirements set forth below:
1.resided in the united states or its protectorate or territories (excluding short trips abroad, such as vacations);
2.worked for the united states government as an employee overseas in a federal or military capacity; or
3.have been a dependent of a united states federal or military employee serving overseas.
Exceptions may be granted to applicants if they can provide complete stateside coverage information required to make a suitability/security determinationApplicants must provide this information with their application for employment.
Required vaccination for current and new federal employees:
On september 9, 2021, president biden issued the executive order on requiring coronavirus disease 2019 vaccination for federal employees to promote the health and safety of the federal workforce and the members of the public with whom they interactThis executive order mandates that all federal employees must be fully vaccinated by november 22, 2021 except in limited circumstances in which an employee receives a legally-required accommodationThe vaccination requirement in executive order 14043 (requiring coronavirus disease 2019 vaccination for federal employees) covers employees as defined in 5 u.s.c2105 (including an employee paid from nonappropriated funds as referenced in 5 u.s.c2105(c))Employees who are on maximum telework or working remotely are not excused from this requirement, including because employees working offsite may interact with the public as part of their duties and agencies may need to recall employees who are on maximum telework or working remotely.
Individuals who start their government service after november 22, 2021, need to be fully vaccinated prior to their start date and submit documentation of proof of vaccination by november 22, 2021 or before appointment or onboarding with the agency, if after november 22To request a legally required exception, please contact us for our reasonable accommodation process.
However, should an agency have an urgent, mission-critical hiring need to onboard new staff prior to those new staff becoming fully vaccinated, the agency head may approve an exception—in the case of such limited hiring exceptions, new hires need to be vaccinated within 60 days of their start date and follow safety protocols for not fully vaccinated individuals until they are fully vaccinated.
Apply Now
Additional information on how you will be evaluated:
Your resume/application must demonstrate the required experience/educationExperience refers to paid and unpaid experience, including volunteer work done through national service programs (e.g., professional, philanthropic, religious, spiritual, community, student, social, committee, sports, internships)Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and leadership experience that translates directly to paid employmentYour resume is the key means we have for evaluating your skills, knowledge, and abilities as they relate to this positionTherefore, we encourage you to be clear and specific when describing your experience.
You must submit a resume or any other written format in english of your choice which clearly identifies: (1) the announcement number, title and pay band of the job you are applying for, and, (2) information such as full name; mailing address; country of citizenship (u.sCitizenship required or valid authorization to work in the us); highest federal grade or naf pay band held with job series, title, and dates held (if applicable); a statement requiring proof of veterans’ preference by means of dd 214; education; and relevant work experience including start/end dates, supervisor’s name and phone number, salary and title, series and grade if experience was with a non-appropriated fund instrumentality of the federal governmentYou must also include a copy of your most recent performance appraisal if you are a current federal or naf employeeApplications may not be sent in franked government envelopes; applications filed in this fashion will not receive considerationIf information is not complete, you may be excluded from considerationThe first application and/or resume submitted for a specific requisition will be considered the only submissionAny duplicate submissions to the same requisition will not be consideredThe application date will be used in determining these factors.
Outside candidates: to apply, please visit our website at https://shopcgx.com and click on “careers” at the bottom of the pageInternal candidates: sign into adp workforce nowClick on myself/talent/career centerSearch by location or
Job title for:
Administrative and travel specialist ft 4249
Chesapeake, va
Equal employment opportunity: all candidates will be considered without regard to any non-merit factor such as race, color, religion, sexual orientation, national origin, age, disability, or marital status.
Privacy act notice
Authority: the u.sCoast guard rates applicants under the authority of title 5 of u.sCode, sections 301, 1104, 1302, 2103, 3301, 3304,executive order 9397, and departmental regulations.
Principal purpose: to collect information needed to determine how well an applicant’s education and work experience qualify them for the job they are applying for.
Routine use: this information provided will be shared with the hiring manager and interview panel membersIt may also be shared in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding.
Disclosure: voluntary, however failure to disclose requested information may result in an applicant not receiving consideration for a position inwhich the information is needed.
Paperwork reduction act statement: an agency may not conduct or sponsor an information collection and a person is not required to respond to thisinformation unless it displays a current valid omb control number and an expiration dateThe control number for this collection is omb 1625-new,expiration 11/30/2017The estimated average time to complete this application is 40 minutesIf you have any comments regarding the burden estimateyou can write to u.sCoast guard, community services command, 510 independence parkway, suite 500, chesapeake, va 23320.
Job type: full-time
Benefits:
401(k)
Dental insurance
Employee assistance program
Flexible schedule
Flexible spending account
Health insurance
Life insurance
Paid time off
Parental leave
Retirement plan
Vision insurance
Schedule:
Monday to friday
Work location:
One location
Work location: one location
