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Miscellaneous Administration and Program Series Careers

Significant Points

This series includes positions the duties of which are to perform or supervise clerical, assistant, or technician work for which no other series is appropriate. The work requires a knowledge of the procedures and technique involved in carrying out the work of an organization and involves application of procedures and practices within the framework of established guidelines.

Nature of the Work

Work that is classified in a one-grade interval pattern (GS-1, 2, 3, 4, 5, 6, and up) is generally referred to as clerk, assistant, or Technician work.

Clerical work involves the processing or maintenance of records or documents which represent the transactions or business of an organization.

Assistant or technician work requires knowledge of the methods and procedures that are part of, or subordinate to, an administrative or program area. These workers carry out specific procedures and use established methods. They apply practical knowledges of regulations and precedent cases. Problems and issues that do not fit within the scope of established guidelines are usually referred to administrative or program specialists for resolution.

The duties of assistants and technicians overlap those of trainees in administrative or program fields. In such cases, the purpose of the assignment and the career ladder must be considered. For administrative or program specialist trainees, such assignments are a temporary stage in their development to do work of a more judgmental and analytical nature.

Administrative Assistant GS-303-03

Duties:

Actively participates in the management of the activity or organization by performing a wide variety of clerical and administrative support duties. Serves as the central point of contact for matters related to day-to-day operations. Applies knowledge of the organization, its functions and regulations to carryout a wide variety of administrative functions related to the organization and its mission (e.g., personnel, accounting, budget, purchasing, logistics and supply, transportation, security, etc). Exercises independent judgement. Composes operating procedures and sets internal priorities to generate improvements in administrative services. An extensive knowledge of rules, operations, and practices, and judgment in locating and selecting the most appropriate guidelines is required. Performs other duties related to office automation requiring a skill in general office machines, software, and the internet/intranet.

Office Assistant GS-303-03

Duties:

Actively participates in the management of the activity or organization by performing a wide variety of clerical and administrative support duties. Serves as the central point of contact for matters related to day-to-day operations. Applies knowledge of the organization, its functions and regulations to carryout a wide variety of administrative functions related to the preparation of correspondence, personnel, accounting, purchasing, maintenance and repair of equipment, management of records and information, budget preparation and oversight. Composes standard operating procedures and sets internal priorities. Develops procedures to generate improvements in administrative services. An extensive knowledge of rules, operations, and practices, and judgment in locating and selecting the most appropriate guidelines is required. Helps design, develop and update organization's web pages.

Administrative Support Assistant GS-303-03

Duties:

Serves as the principal office administrative support assistant operating independently of any other such position in the office. Provides support and assistance to supervisor and, in some cases, his/her subordinate staff by performing varied general office duties auxiliary to the work of the organization. Typical clerical and procedural duties of positions in this series include:
-- maintaining records of leave and attendance;
-- requisitioning office supplies, repairs on office equipment, and printing services;
-- receiving and controlling incoming correspondence;
-- reviewing outgoing correspondence, reports, etc., for format, grammar, and punctuation, and removing typographical errors;
-- writing simple or repetitive, non-technical correspondence such as letters of acknowledgment in accordance with a given format;
-- keeping abreast of various procedural requirements, for example, procedures required to process travel vouchers;
-- maintaining information needed for budget purposes.
Administrative support duties typically provided by secretaries include:
-- making extensive travel arrangements;
-- making complete arrangements for large conferences;
-- composing complex, but non-technical correspondence;
-- locating and assembling information for various reports, briefings, conferences, etc.;
-- following up with staff members to insure that various commitments made at conferences and meetings are met;
-- designing and organizing filing systems;
-- planning and arranging the maintenance and preparation of information needed for budget reports;
-- organizing the flow of clerical processes in the office and in subordinate offices.
-- publish travel orders and make arrangements for staff travel.
--distribution of materials associated with the office functions --Maintaining personnel training records and arranges for staff training

Maintains suspense records to insure commitments are completed as required.

Administrative Support Assistant GS-303-04

Duties:

Receives children, youth, parents, and other visitors in a courteous manner. Answers telephones, ascertains nature of call and directs caller to appropriate staff, takes a message or personally provides desired information. Provides customer service expected in a "First Choice" organization.

Utilizes an electronic cash register system and calculator to compute and record individual transactions for customers and to enter data into predefined categories for regulatory signed statistical reports and tracking of income data as it pertains to the Agency program as required. Inputs data into Agency database as required.

Provides administrative support including typing/word processing, mail preparation, copying, distribution, telephone calls, and travel orders for Agency personnel.

Using office automation equipment and word processing software, prepares a variety of correspondence, memorandums, briefings and Daily Activity and other reports required for day-to-day operation. Refers to agency regulations, flip charts, dictionaries, and other typical office reference materials to ensure proper format, grammatical accuracy, and correct spelling.

Maintains records, files, statistical data, and suspense system. Initiates Civilian Personnel actions and helps track background clearance checks. Assists in maintaining leave records, and time and attendance records. Prepares invoices, supply and equipment requests. Uses E-Mail to send and retrieve messages.

Understands and articulates policies relating to patron fees, waiting lists and program events. Coordinates vacancies and reservations for the hourly care program as required. Works cooperatively with Resource and Referral to track program vacancies and occupancy rates as required.

Ensures risk management procedures (i.e., abuse prevention, identification, and reporting procedures; accident prevention, etc.) are followed.

Monitors supplies and resources. Orders office supplies. Assists in facility key control.

Qualification Requirements

The duties require a knowledge of clerical and administrative procedures and requirements; various office skills; and the ability to apply such skills in a way that increases the effectiveness of others. The duties do not require a technical or professional knowledge of a specialized subject-matter area. Must have progressively responsible work experience that demonstrates the ability to perform in such capacity. Skill in operating a manual or electric typewriter and current automation system and software (Microsoft Windows, Word, Power Point, Excel) required. Must be able to type 40 wpm.

Knowledge of grammar, spelling, capitalization and punctuation and composition techniques needed to accurately type a variety of material from written sources or voice recordings.

Possess the ability to communicate effectively orally and in writing

Related Occupations

A growing number of secretaries and administrative assistants share in managerial and human resource responsibilities. Occupations requiring these skills include:

Sources of Additional Information

Information on obtaining Clerical and Assistant Specialist positions with the Federal Government is available from the Office of Personnel Management through USAJOBS, the Federal Government's official employment information system. This resource for locating and applying for job opportunities can be accessed through the Internet at http://www.usajobs.gov or through an interactive voice response telephone system at (703) 724–1850 or  (703) 724–1850  or TDD (978) 461–8404 and   (978) 461–8404. These numbers are not toll free, and charges may result. For advice on how to find and apply for Federal jobs, download the Insider's Guide to the Federal Hiring Process” online here.

Sources:

  • Office of Personnel Management, Position Classification Standards.

Last Modified Date: March 7, 2011

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