Administrative Support Assistant

Summary

The Administrative Support Assistant role supports the following sections: Safety/Biomedical or Projects/Maintenance and performs a variety of administrative - clerical and technical duties including assisting the Service Chief and staff with work processes - financial management - service operations and organization - regulatory inspections and audits - daily correspondence - emails - memorandum - and property and quality management which improves resource optimization of the Engineering Service.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 04/23/2026. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: providing clerical - technical - or customer support; receiving and referring phone calls; communicating and treating customers in a courteous - tactful and respectful manner while providing consistent information according to established policies and procedures; and using computer programs to prepare documents. Note: Experience must be fully documented on your resume and must include job title - duties - month and year start/end dates AND hour worked per week. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed four (4) years of education above the high school level in any field which high school graduation or the equivalent is the normal prerequisite? (Transcripts must be submitted at time of application). OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond post-high school education (beyond the second year) and specialized experience as described above - which meet the total experience requirements for this grade level. (Transcripts must be submitted at time of application). For more information on these qualification standards - please visit the United States Office of Personnel Managements website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Duties

• The work is essential to daily operations within the Engineering Service Line with a position on the Safety/Biomedical team and a position on the Projects/ Maintenance team and are responsible for transforming collected data into useful trended and relevant information for compliance and performance process improvement and implementation of best practices
• The duties and responsibilities of this role includes but are not limited to: Performs various administrative duties such as - property management - space utilization - requisitioning and supply management - time and attendance - correspondence - receives visitors and telephone calls - handles work orders - schedules appointments and conferences Collects - compiles and/or tracks statistical information and prepares data/reports on administrative and technical program components Conducts inventories of office equipment and property and coordinates parts inventories of project property and keeps the Chief informed of condition of equipment and property Serves as purchase card holder and monitors and advises on procurement of supplies - materials - equipment and services Incumbent prepares purchase orders and requisitions
• obtains specifications and other data necessary to obtain supplies and services to be obtained by purchase order Responds to telephone inquiries - providing requested information about the office or specific programs and criteria as applicable
• Performs work in support of general management by conducting quality assurance reviews of all documentation supporting service programs such as training programs - inspection programs - overtime distribution reports and of external/internal performance improvement surveys Composes letters - memoranda - and responses to non-technical inquiries
• Utilizes software such as Excel - Access - Power Point - and Word to gather and present data
• Utilizes and assists staff in the use of electronic forms
• Serves as Records Coordinator for the Biomed/Safety or Project/Maintenance Branches
• Oversees organizations technical library - gathering bidding documents - contracts and compiles procedural manuals - master documents - construction and revision drawings - supplier/vendor datasheets - technical drawings - and other diagrams Serves as the timekeeper and performs all time and attendance and related duties for the Engineering staff
• Work Schedule: 8:00am - 4:30pm - Monday - Friday Virtual: This is not a virtual position
• Position Description/PD#: Administrative Support Assistant/PD08219A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized