Program Assistant (Office Automation)
Under the general guidance of the Area Director provides support to area office staff in the areas of enforcement, information management, and office management. Receives and responds to visitors, telephone calls, and written correspondence, maintains files, archives files, prepares letters and memoranda of a routine nature, receives and routes incoming mail, orders and maintains office supplies, provides support and assistance to staff in travel regulations and procedures, etc. Administers and is responsible for the debt collection procedures for the area office, independently generating, reviewing and analyzing computer printouts to determine delinquent payments by employers, records receipt of penalty payments, sending overdue payment notices, contacting employers regarding their overdue accounts, and maintaining the check register. Reconciles differences between local computer and host computer regarding debt payment information. Receives, processes and inputs data from OSHA forms, files, records, correspondence; etc. into the database through use of a computer. Uploads information into the OSHA computer system. As directed, performs specific research assignments, compiles and generates reports on office operations. Serves as System Administrator for Area Office computer systems; i.e., OSHA Information System (OIS). Keeps systems and equipment current at all times through program, maintenance and diagnostics as required. Provides on-going technical support and advice to area office staff on various technical OIS operations, systems updates, new software, changes to data input, etc. Ensures that routine preventative hardware maintenance is accomplished according to an established schedule, identifies equipment malfunctions and reports them to the contractor. Troubleshoots IT problems to resolve a variety of IT issues to ensure resolution. Maintains the system for receiving, tracking and replying to requests submitted under the Freedom of Information Act (FOIA.) Assures that requests are answered as allowed and within prescribed time-frames in accordance with agency policy. Calculates and collects fees associated with FOIA requests. At the GS-5 level, incumbent must have knowledge of office administrative concepts and practices in or to perform support work to identify administrative issues or problems and recommend appropriate changes as needed. At the GS-6 level, incumbent must have knowledge as described above at the GS-5 level, and must also have experience overseeing administrative operations of an office and organize his or her own work. At the GS-7 level, incumbent must have knowledge as described above at the GS-5 and GS-6 levels, and must also have experience to recommend appropriate administrative changes as needed, as well as devising and implanting clerical and administrative procedures for an office. Applicants must have at least one year (52 weeks) of specialized experience equivalent to at least the next lower grade level, in the Federal Service. This experience must have equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled. Examples of specialized experience are listed below for the GS-05, GS-06 and GS-07:
FOR GS-05:
One year of specialized experience equivalent to the GS-04 level which demonstrates or includes:
Demonstrated experience performing a variety of administrative and/or clerical tasks, such as:
exchanging routine information with callers and visitors, typing, filing, maintaining records, reception, and answering phone calls; inputting and/or manipulating data in an automated database; preparing reports using information stored in an automated database; ordering supplies and maintaining tack of inventory for an office, receiving and processing requests for information. OR Substitution of Education for
Experience:
Applicants who do not meet the specialized experience described above but possess the education described below may substitute that education for the specialized
Experience:
4 years of successfully completed education above the high school level in any field. If you apply on the basis of education, you must submit a copy of your transcripts as part of your application. Non-official copies are acceptable but they should include degree awarded and date. OR Combining Education and
Experience:
Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements at the grade GS-5. However, only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. For GS-06:
one year of specialized experience equivalent to the GS-05 level which demonstrates or includes:
Demonstrated experience performing a variety of administrative and/or clerical tasks, such as:
assisting office staff on multiple aspects of computer operations, troubleshooting general office systems problems, creating automated files, writing queries, inputting and editing of automated reports and retrieving reports and documents. Using databases, spread sheets, word documents to complete assignments. Establishing and maintaining tracking systems to retrieve information Participated in the preparation of an office's purchasing of goods and supplies, tracking of office expenditures. For GS-07:
one year of specialized experience equivalent to the GS-06 level which demonstrates or includes:
Demonstrated experience independently performing a broad variety of administrative, organizational, technical and support functions for an office. Experience creating and updating data base systems for a local office. Experience designing and maintaining a variety of automated tracking systems related to office operations. Experience performing in-house systems administrator duties for office computer operations. Trouble shoots system problems for in-house staff and provides assistance regarding systems software programs and applications. Experience preparing correspondence, maintaining office files, reception, controlling in-coming and out-going mail, maintaining local office budget, making travel arrangements, controlling inventory of office equipment, ordering supplies in accordance with specified policies and procedures, performing time keeping, manual or automated. For GS-6 and GS-7:
there are no substitution of education for experience at these grade levels.
Estimated Salary: $20 to $28 per hour based on qualifications.
FOR GS-05:
One year of specialized experience equivalent to the GS-04 level which demonstrates or includes:
Demonstrated experience performing a variety of administrative and/or clerical tasks, such as:
exchanging routine information with callers and visitors, typing, filing, maintaining records, reception, and answering phone calls; inputting and/or manipulating data in an automated database; preparing reports using information stored in an automated database; ordering supplies and maintaining tack of inventory for an office, receiving and processing requests for information. OR Substitution of Education for
Experience:
Applicants who do not meet the specialized experience described above but possess the education described below may substitute that education for the specialized
Experience:
4 years of successfully completed education above the high school level in any field. If you apply on the basis of education, you must submit a copy of your transcripts as part of your application. Non-official copies are acceptable but they should include degree awarded and date. OR Combining Education and
Experience:
Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements at the grade GS-5. However, only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. For GS-06:
one year of specialized experience equivalent to the GS-05 level which demonstrates or includes:
Demonstrated experience performing a variety of administrative and/or clerical tasks, such as:
assisting office staff on multiple aspects of computer operations, troubleshooting general office systems problems, creating automated files, writing queries, inputting and editing of automated reports and retrieving reports and documents. Using databases, spread sheets, word documents to complete assignments. Establishing and maintaining tracking systems to retrieve information Participated in the preparation of an office's purchasing of goods and supplies, tracking of office expenditures. For GS-07:
one year of specialized experience equivalent to the GS-06 level which demonstrates or includes:
Demonstrated experience independently performing a broad variety of administrative, organizational, technical and support functions for an office. Experience creating and updating data base systems for a local office. Experience designing and maintaining a variety of automated tracking systems related to office operations. Experience performing in-house systems administrator duties for office computer operations. Trouble shoots system problems for in-house staff and provides assistance regarding systems software programs and applications. Experience preparing correspondence, maintaining office files, reception, controlling in-coming and out-going mail, maintaining local office budget, making travel arrangements, controlling inventory of office equipment, ordering supplies in accordance with specified policies and procedures, performing time keeping, manual or automated. For GS-6 and GS-7:
there are no substitution of education for experience at these grade levels.
- Department:
0303 Miscellaneous Clerk And Assistant - Salary Range:
$38,879 to $62,603 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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