Job Details

VACANCY ANNOUNCEMENT

OPEN DATE:                       May 7, 2024

CLOSING DATE:                 May 20, 2024

POSITION TITLE:              Administrative Support Assistant

TYPE OF POSITION:         Term Appointment with possibility for Benefits, Excepted Service

Not to Exceed 13 months (may be extended up to 4 years)

WORK SCHEDULE:          This is a full-time maxi-flex position, 80-hour pay period, occasional overtime. 

                                                Person selected for this position will not begin until after July 1, 2024.

ANNOUNCEMENT #:        WSWR-2024-HI01

SERIES/GRADE:                GS-0303-6/7

FULL PERFORMANCE

LEVEL:                                 GS-0404-7

LOCATION:                         2 positions, Honolulu, Hawaii 

Travel, transportation, and relocation expenses will not be paid. Any travel, transportation, and relocation expense associated with reporting for duty to this position will be the responsibility of the selected employee.

SALARY:                              $45,994.00 – $66,445.00 per year

GS Locality Pay Tables can be access at: https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/

In addition to salary, selectee will be eligible for Cost of Living Allowance based on location.

Salary will be based on previous work/experience and education.            

WHO MAY APPLY:

• Must be a U.S. Citizen
• Must be 18 years old
• If you are a male born after December 31, 1959 and are at least 18 years of age, civil service employment law (5 U.S.C. 3328) requires that you must be registered with the Selective Service System, unless you meet certain exemptions (proof of registration and/or exemption required).      Website: http://www.sss.gov.

REQUIRED DOCUMENTS:

Resume that includes:

• Personal information such as name, address, contact information
• Education
• Detailed work experience related to this position as described in the announcement including: 
  • Work schedule including hours per week 
  • Dates of employment; 
  • Title, series, grade (if applicable)
• All supervisors' phone numbers and if they may be contacted
• Other qualifications
• Transcripts (if qualifying on education, education must have been obtained from an accredited institution. Education completed in a foreign institution must include an evaluation by an organization that specializes in interpretation of foreign education programs that it was deemed equivalent to an accredited U.S. education program, see: Foreign Education Evaluation. All transcripts must be in English or include an English translation.)
• DD-214 (Member 4 copy)
• VA letter required if claiming disabled Veteran`s Preference
• Current active duty members must submit a certification that they are expected to be discharged or released from active duty under honorable conditions not later than 120 days after the date the certification is submitted. 

HOW TO APPLY: 

• Additional materials not listed above (i.e. position descriptions, training certificates, etc.) may not be considered. 
• Applicants who do not submit the required items listed above may not be considered. 
• Applications with all supporting documents must be submitted to the contact office and must be RECEIVED by the CLOSING DATE of this announcement. 
• Reference the job announcement number noted above in the resume or the email.

Interested individuals should send a resume, transcripts, veteran documentation (if applicable) to the address listed here:

             CONTACT OFFICE:

Charis Santos, Supervisory Budget Analyst

USDA Wildlife Services

3375 Koapaka St Suite H-420

Honolulu, HI 96819

Charis.n.Santos@usda.gov

808-838-2848

IMPORTANT NOTE:  If you should need the forms identified in above paragraph, feel free to contact 808-838-2848 for a copy.

DUTIES:

The incumbent will serve as an Administrative Support Assistant in the Hawaii State Office of the Wildlife Services (WS) Program.  Provides support to the State Director, Assistant State Director, Supervisory Wildlife Biologists and other members of Hawaii staff.

Provides a variety of administrative support such as:

• Assists with recruitment by initiating SF-52s, Requests for Personnel Actions, required for the office/program unit in accordance with established procedures, ensuring the appropriate documents are prepared and forwarded to the appropriate Human Resources office. Utilizes current systems (i.e., NFC, eTracker) to process actions and reports for pay. 
• Assists the Accountable Property Officer in maintaining the central work unit property receipt. Creates, maintains, and updates a database of work unit equipment, both accountable and non-accountable, to include item nomenclature, serial number, model number, date transferred or purchased, cost, and physical location within program. Ensures all newly acquired and excessed property is updated in the database. Prepares paperwork to transfer and excess equipment. Assists supervisory staff in onboarding new employees (i.e. signing forms, providing tours, overview, etc.) and out-processing employees who are department the Program (i.e. AD-3001, exit interviews).
• Serves as timekeeper for Time and Attendance processing, in accordance with appropriate (i.e., WebTA) policies and procedures. Correctly records hours of work, leave used, and accounting codes/shorthand codes for error free submission of information. Conducts leave audits for accuracy. Identifies and reconciles errors and resolves problems or discrepancies with the employee or brings situation to the attention of the supervisor for unusual situations. Answers routine time and attendance and leave and compensation questions from employees. Serves as a first point of contact for other timekeepers on issues related to time and attendance rules and regulations as well as time and attendance system (i.e., WebTA) processes. Spot checks leave audits conducted by other timekeepers and works with timekeepers to correct errors. Resolves all salary payment issues with MRPBS. Verifies employee pay by reviewing bi-weekly salary reports and maintains a salary log to keep track of employee term dates, Withing Grade Increases, and Promotions. 
• Prepares or provides guidance on domestic and foreign travel authorizations and vouchers for the work unit. Reviews and releases travel documents. Provides advice to employees regarding travel authorizations and vouchers. Researches and provides guidance on unclear instructions or situations. Assists employees with understanding complex Federal travel regulations and policies. Maintains all files and logs associated with travel responsibilities. Trains employees in the use of the on-line travel reservation system. Provides updated information, explains use and effects of travel procedures and processes. Upon receipt of National Finance Center (NFC) requests, the incumbent is responsible for the timely processing of all audits of travel documents. Identifies and troubleshoots errors or discrepancies and recommends solutions. Performs other duties associated with monthly reports, travel payments, travel advances, deobligations, etc.
• Knowledge of General Services Administration, Department and Agency policies and procedures pertaining to motor vehicle fleet use and management
• Assists with reviewing a variety of administrative reports and records and tracks virtually all financial, personnel, supply, and other administrative transactions as the documentation flows through the office in both electronic form and on paper.
• Performs other related administrative duties as assigned.

MINIMUM ELIGIBLITY REQUIREMENTS:

To qualify, applicants MUST meet all minimum qualification requirements, except Medical Requirements, by the closing date of the announcement.

FOR THE GS-06 LEVEL: Applicants must have one year of specialized experience (equivalent to the GS-05 level) that may have been obtained in the private or public (local, county, state, Federal) sectors which demonstrates: 

• Experience in Human Resources software, such as: National Finance Center (NFC), eTracker, USA Staffing 
• Experience with logistics, shipping and receiving 
• Experience in Microsoft Excel, Microsoft Word, and Microsoft Outlook.
• Experience in maintaining and developing a filing system.
• Experience with Time and Attendance (T&A) processing.

There is no education substitution at this level.

FOR THE GS-07 LEVEL: Applicants must have one year of specialized experience (equivalent to the GS-06 level) that may have been obtained in the private or public (local, county, state, Federal) sectors which demonstrates: 

• Experience in basic financial tracking/budget support, purchasing, and supply management, 
• Experience in human resource administration, travel, grants and agreements, paycheck and Time and Attendance
• Experience with scheduling of resources, maintaining tracking logs, correspondence, managing administrative suspense items and transaction records, data processing, record keeping, mail, and files management.

There is no education substitution at this level.

OTHER REQUIREMENTS: 

• Direct Deposit: Per Public Law 104-134 all Federal employees are required to have  federal payments made by direct deposit to their financial institution.
• Occasional travel may be required.
• Successfully pass the E- Verify employment verification check. To learn more about  E-Verify, including your rights and responsibilities, visit https://www.e-verify.gov/.
• Must obtain or have a valid U.S. driver`s license.  Operation of Government-owned or leased vehicles is required. 
• Position is subject to random and applicant drug testing.
• Must have a knowledge of and be capable of using:
  • Working with the public and other cooperating agencies
  • Communication skills
  • Electronic equipment (GPS, Trimble, computer)
• Must demonstrate a respect for safety in all operations, including the operation of motor vehicles, firearms, control devices, and equipment.
• In order to perform the essential duties of this position, you must have the legal and physical ability to possess and discharge firearms. You must be able to pass a government background check and meet any additional requirements to carry and use firearms. A background check will include answering questions about where you`ve lived, worked, went to school, and any military history or police records. Selection and retention in this position is contingent on a successfully adjudicated FBI National Criminal History Check (fingerprint check).

Emergency Response – APHIS is an emergency response agency.  This means that all Agency employees may be asked or assigned to participate in rotating temporary duty assignments to support emergency programs at some time during their careers with APHIS.  It is difficult to predict the frequency with which such emergency situations may occur – and could range from several emergencies in a year to none over the course of many years.  In the event that you are called upon to support an emergency program, this may require irregular working hours, including overtime, and may include duties other than those specified in your official position description.  While some emergency program support assignments may be able to be performed at the employee`s current duty station, in other cases employees may be asked to go on-site to a temporary duty state location. In addition, it may be necessary for employees to participate in multiple rotations to an emergency program assignment.  Attempts will be made to keep disruption to the employee to a minimum.

Failure to follow application instructions regarding filing appropriate forms and answering questions may result in loss of employment considerations for this position.  All applications must be signed, dated, and received by the closing date of this announcement.

NOTE: APPLICANTS FOR THIS POSITION WILL BE REQUIRED TO SUBMIT TO URINALYSIS TO SCREEN FOR ILLEGAL DRUG USE PRIOR TO APPOINTMENT. APPOINTMENT TO THE POSITION WILL BE CONTINGENT UPON A NEGATIVE DRUG TEST RESULT. INCUMBENTS OF THIS POSITION WILL BE REQUIRED TO SUBMIT TO URINALYSIS TO SCREEN FOR ILLEGAL DRUG USE ON AN ONGOING BASIS AFTER APPOINTMENT, AS DIRECTED. 

The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. 

Reasonable Accommodation Policy- 

Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a Case-by-Case basis. 

A reasonable accommodation is any change in the workplace, or the way things are customarily done that provides an equal employment opportunity to an individual with a disability. Under the Rehabilitation Act of 1973 the Equal Employment Opportunity Commission (EEOC) must provide reasonable accommodations: 

• An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job.
• An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace.
• An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events.

Relocation costs will not be paid for this position.