Administrative Support Assistant

About the role

This position is part of the Southwestern Indian Polytechnic Institute, Bureau of Indian Education (BIE), Department of the Interior (DOI). As a Administrative Support Assistant you will be responsible for providing administrative support for the department of College Operations.

What you will do

• Serve as the primary administrative point of contact for the Office of the Vice President of College Operations; manage and coordinate the Vice President's calendar, meetings, operational schedules, appointments, and administrative deadlines.
• Perform and coordinate administrative functions including timekeeping, travel, procurement and purchase-requisition support, property and supply management, records management, meeting coordination, and preparation of administrative documentation.
• Use office automation and information systems to track administrative actions, deadlines, procurement requests, correspondence, reports, records, and other College Operations activities.
• Prepare, review, organize, and maintain official correspondence, meeting materials, records, files, reports, and other administrative documents; ensure accuracy, completeness, proper routing, and timely follow-up.
• Coordinate administrative actions and communications between the Office of the Vice President and College Operations departments, SIPI offices, BIE offices, vendors, and other stakeholders; track requests and follow up on outstanding actions.
• Receive and screen inquiries, visitors, telephone calls, and correspondence; determine appropriate routing, provide routine information, and elevate matters requiring management attention.

Education

This position does not have a positive education requirement at this grade level. Therefore, no transcripts are required.

How you will be evaluated

Once the announcement has closed, your resume and supporting documentation will be used to determine if you meet the qualifications listed on this announcement. To determine if you are minimally qualified, your resume and supporting documentation will be compared to your application to determine your level of experience.

Please follow all instructions carefully, you must complete all required steps in the process. Your qualifications will be evaluated based on your application materials (e.g. resume, supporting documents), the responses you provide on the application questionnaire, and the result of any additional assessment(s) required for this position.

This position requires successful completion of the following assessment: Structured Resume Review.

This assessment measures the critical competencies that are required to successfully perform the job in the following areas: Clerical and Office Automation Support Customer Service (Clerical/Technical) Manages and Organizes Information Technical Competence Attention to Detail Note: If, after reviewing your resume and/or supporting documentation, a determination is made that you inflated your qualifications and or experience, you may lose consideration.

Errors or omissions may affect your qualification. Providing inaccurate information on Federal documents could be grounds for non-selection or disciplinary action. To preview the assessment questionnaire, click here: ***

Documents you must provide

• To apply for this position, you must submit a complete Application Package which includes: 1.
• Resume which includes a list of all significant jobs held and duties performed, dates specified in month and year format, and the resume must reflect full and/or part-time or total number of hours worked (i.e., work 40+ hours a week, rather than indicating full-time).
• If part-time, the hours must be annotated to be able to pro-rate the amount of qualified specialized experience.
• If military or civilian, please include your rank and/or grade.
• For more information see How do I write a resume for a federal job?
• Resumes must not exceed two single-sided pages and resumes longer than two pages will not be accepted.
• The minimum font size is 10-point for all body text.
• Headers may be slightly larger but must remain legible.
• All resumes must maintain a minimum 0.5-inch margins on all sides to ensure readability and prevent excessive content compression.
• Including supplemental pages or attachments disguised as resume extensions are prohibited and will not be reviewed to determine your eligibility/qualifications.
• Complete all required assessments.
• All other supporting documents (if applicable) such as: Current & Former Federal Employees: Most recent SF-50, Notification of Personnel Action, if applying as a status candidate with current or former Federal Service.
• An SF-50 showing your time-in-grade eligibility must be submitted and should include your position title, pay plan/series/grade, tenure and the type of appointment (i.e. Competitive or Excepted).
• Please be aware that award SF-50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Due Weight for Performance Appraisals and Awards, please submit 1) a copy of your most recent performance appraisal/evaluation and 2) a list of any awards (e.g. superior performance awards, special act or achievement awards, quality step increase, etc.) you received in the last 5 years.
• Any performance appraisal/evaluation and award documentation you provide will be forwarded to the selecting official.
• The selecting official will review this documentation and give it due weight consideration during the overall selection process.
• If you do not have your most recent performance appraisal/evaluation, please submit a statement as to why it is not available.
• Please indicate if any prior performance appraisals/evaluations were at an acceptable level.
• If claiming Indian Preference, Form BIA 4432.
• The form must be completed by the appropriate official with the Federally recognized tribe where the applicant is enrolled as a member.
• No other form will be accepted.
• If claiming Veterans Preference, you must submit your preference eligibility documents or certification of expected discharge or release from active duty.
• If you are claiming 5-points veterans' preference, you must submit a copy of your DD-214 (member 4 copy) or other proof of eligibility.
• If you are claiming 10-point veterans' preference, you must also submit an SF-15 plus the proof required by that form including your DD-214 (member 4 copy), SF-15 and VA letter, or other proof of eligibility.
• CTAP/ICTAP Documentation, if applicable.
• 1) Proof of eligibility (e.g., Certification of Expected Separation, Reduction-In-Force (RIF) Separation Notice, or Notice of Proposed Removal); 2) SF-50 that documents the RIF separation action; and 3) most recent performance appraisal.
• FORMER FEDERAL EMPLOYEES: Are required to indicate whether they received a Voluntary Separation Incentive Payment (VSIP) buyout in their previous employment with the Federal government and are required to submit a copy of the applicable SF-50 regarding the VSIP.
• The majority of individuals, who accept reemployment with the Federal government within 5 years of receiving the VSIP amount, must repay the gross amount of the separation pay prior to reemployment.
• Learn more about buyouts.
• NOTE: Persons submitting incomplete applications will be given credit only for the information they provide.
• The applicant is responsible for submitting all required documentation in support of their application in order to receive full credit for their Indian preference, veteran preference, experience, training, and/or education as applicable.
• ADDITIONAL INFORMATION WILL NOT BE SOLICITED FROM THIS OFFICE.

What to expect next

Once the online questionnaire is received you will receive an acknowledgement email that your submission was successful. After a review of your complete application is made you will be notified by email of your rating and or referral to the hiring official. If further evaluation or interviews are required you will be contacted.

Additional information

Initial appointments to the competitive or excepted service: The probationary or trial period is an extension of the appointment process and therefore requires the agency to determine if continued employment would advance the public interest, meet the organization goals and mission of the agency, and/or otherwise promote the efficiency of the service.

In determining if your employment advances the public interest, the agency will consider: Your performance and conduct; The needs and interests of the agency; Whether your continued employment would advance organizational goals of the agency or the Government; and Whether your continued employment would advance the efficiency of the Federal service.

Under applicable law, the employment of an individual serving a probationary or trial period automatically terminates when that period ends unless the agency affirmatively certifies, in writing, that the individual's employment should continue and that their appointment should be finalized.

In the absence of agency action to affirmatively certify continued employment beyond the probationary or trial period, such appointments are terminated. Upon completion of your probationary or trial period your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Bargaining Unit Status: Position is covered by Bargaining Unit/Union - Federation of Indian Service Employees, American Federation of Teachers Local 4521.

Career Transition Assistance Program (CTAP)/Interagency Career Transition Assistance Program (ICTAP) Documentation: The CTAP/ICTAP provides placement assistance (click here for more details, here for DOI's policy) to permanent Federal civilian employees who are surplus, displaced, or involuntarily separated.

Applicants claiming eligibility must submit a 1) copy of their most recent performance appraisal, 2) proof of eligibility, 3) most current SF-50 noting position, grade level, and duty location with their application.

To be considered, applicants must be well-qualified (i.e., meet the minimum qualification requirements, including any selective placement factors; education, and experience requirements), score at least 85 on the assessment questionnaire, and be able to perform the duties of the position upon entry.

Status Candidates: Consideration will be given to Non-Indian applicants (Status or Reinstatement eligibles) in the absence of a qualified Indian preference eligible.

Applicants not entitled to Indian Preference or Veteran's Preference must be Federal civilian employees with competitive status or former Federal civilian employees with reinstatement eligibility and must submit latest Notification of Personnel Action, SF-50, as proof.

Veterans Employment Opportunities Act (VEOA): Preference eligibles may apply for permanent positions (career or career-conditional appointments) under merit promotion procedures for VEOA appointments; however, veteran's preference is not a factor in these appointments.

To be eligible for a VEOA appointment, a veteran must be a preference eligible OR veteran separated after 3 or more years of continuous active service performed under honorable conditions.

Applicants must submit a copy of their DD-214 (Member Copy 4) for verification of eligibility.

For more information about this program and to determine whether you are eligible, click here.