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Administrative Specialist FT 4438

Coast Guard Exchange
Chesapeake, VA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description: OMB NO: 1625-0120 Expiration Date: 10/31/2021 Announcement #: 4438Opening Date: 21 January 2022 Pay Plan/Series/Pay Band: NF-0303-03Closing Date: 4 February 2022 Work Schedule: Full Time (30-40 hrs/wk)Position: Administrative Specialist Salary: NegotiableWho May Apply: All Sources Location: Chesapeake, VA Headquarters DUTIES: Performs a wide variety of responsible administrative functions in support of upper-level management functions. Establishes status of actions on numerous projects and program operations. Reviews and interprets directives and regulations. Maintains official files. Advises staff on development and implementation of local administrative directives and procedures. Assists in the development of internal policies, procedures and work methods affecting administrative management operations. Ensures compliance by managers and supervisors by reviewing and revising studies, reports, correspondence for accuracy and format. Prepares correspondence and drafts instructions. Uses a personal computer to transmit correspondence, create reports, databases, spreadsheets, graphics, slide shows and presentations. Manipulates data to meet presentation and report requirements. Assists in the management of the self insured NAF Worker’s compensation program under the Longshore Act. Oversees the claims servicing contractor to ensure claims are adjudicated according to applicable laws and regulations. Advises management of the potential consequences of proposed solutions and provides recommendations. Assists the Third Party Administrator (TPA) in developing Workers’ Compensation claims to an acceptable resolution. Reviews and assists TPA in the development of case summaries. Provides technical guidance and procedural assistance to managers, supervisors, and employees in executing a variety of insurance programs (workers compensation, general liability, property and casualty and automobile). Serves as a travel expert and performs a wide variety of administrative functions in support of travel program for command. Arranges travel and prepares travel orders for staff. Ensures business travel is well planned and adheres to government regulations. Conducts fact-finding interviews of the traveler to ascertain 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 arrangements. Audits and verifies the validity of travel claims 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 courtesy. Assists customers and communicates positively in a friendly manner. Acts to solve problems quickly. Alerts the higher-level supervisor, or proper point of contact for help when problems arise. Adheres to safety regulations and standards. Promptly reports any observed workplace hazards, and any injury, occupational illness, and/or property damage resulting from workplace mishaps to the immediate supervisor. Adheres to established standards of actively supporting the principles of the EEO program and prevention of sexual harassment. Maintains 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 below. Your resume/application must demonstrate the required experience/education. Please see additional information on how your application is evaluated. QUALIFICATIONS REQUIRED:Minimum: One year experience or education administrative assistant or human resource experience which demonstrates broad knowledge of administrative practices and principles.Advanced computer skills including Microsoft Office Suite experience.This is a white-collar position where occasional lifting up to 20 lbs. may be required. Preferred: (In addition to the minimum qualifications):An Associate’s Degree from an accredited university with emphasis in business administration or related field.One year or more of travel planning experience.One year or more of workers compensation and liability experience.Experience working as a NAF or 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.S. Code 3378. Selectee 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; or3.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 determination. Applicants 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 interact. This 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 accommodation. The vaccination requirement in Executive Order 14043 (Requiring Coronavirus Disease 2019 Vaccination for Federal Employees) covers employees as defined in 5 U.S.C. 2105 (including an employee paid from nonappropriated funds as referenced in 5 U.S.C. 2105(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 22. To request a legally required exception, please contact us for our reasonable accommodation process. If a new hire intends to request a medical or religious exemption, the start date will be delayed until the exemption process is complete, and the applicant is approved for an exemption or becomes fully vaccinated. HOW TO APPLY Additional Information on how you will be evaluated: Your resume/application must demonstrate the required experience/education. Experience 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 employment. Your resume is the key means we have for evaluating your skills, knowledge, and abilities as they relate to this position. Therefore, 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.S. Citizenship 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 government. You must also include a copy of your most recent performance appraisal if you are a current Federal or NAF employee. Applications may not be sent in franked Government envelopes; applications filed in this fashion will not receive consideration. If information is not complete, you may be excluded from consideration. The first application and/or resume submitted for a specific requisition will be considered the only submission. Any duplicate submissions to the same requisition

Coast Guard Exchange

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Chesapeake, VA
23320 USA

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Business

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