Administrative Support Assistant

Duties

• Manages reception area, to include receiving visitors and incoming phone calls, determines the nature of the call or the business of the visitor and directs the call/visitor as required.
• Assists management staff on internal organizational processes.
• Routinely evaluates Division office procedures. Develops and recommends changes, as necessary, to maintain consistency or improve efficiency.
• Assists with Budget and procurement activities.
• Maintains the Division Chief's calendar, scheduling appointments and conferences.
• Assembles and organizes material for Division Chief to use during meetings and speaking engagements.
• Tracks the status of ongoing tasks, schedules, training and projects.
• Maintains a filing system of correspondence, reports, and other information in accordance with records management policies.
• Supports the Division's property accountability to ensure property and equipment are inventories, maintained, repaired, modified, and/or excessed in accordance with policy.
• Provides a broad range of office automation support to the Division, using a variety of electronic data processing systems.
• Serves as timekeeper and is responsible for monitoring the time and attendance system.
• Serves as the travel program point of contact. Plans for travel, arranging schedules of visits, and reservations. Prepares and processes blanket and specific travel authorizations and vouchers and maintains records pertaining to employee's travel activities.
• Prepares, compiles, and edits correspondence, memoranda, reports, data and forms specific to MSHA administration, office management, and production of technical manuscripts or reports.
• Prepares, reviews, edits, responses for signatures.
• Creates and processes requisitions and purchase orders for a variety of supplies, materials, and equipment.

Requirements

Conditions of Employment

• Must be a U.S. Citizen.
• Must be at least 16 years old.
• Requires a probationary period if the requirement has not been met.
• Candidate required to obtain the necessary security/investigation level.
• Appointment to this position may require a background investigation.

How You Will Be Evaluated

• Benefits

  A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

  Review our benefits

  Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

• Required Documents

  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

  The following documents must be submitted by 11:59 p.m. (ET) on the vacancy closing date.

  • Resumes: Required and applicants must provide a resume either by creating one in USAJOBS or uploading one from your profile. To receive full consideration for relevant and specialized experience, please list the month, year, and number of work hours worked for the experience listed on your resume. We also suggest that you preview the vacancy questions and confirm that your resume supports your question responses.
  • Veterans Documents (if applicable): To be considered as a 5-point preference eligible, you must submit a copy of your Certificate of Release or Discharge From Active Duty, DD214. Your DD-214 must show the type of discharge and dates of active duty. To claim 10-point preference, you must submit a copy of your DD214; an Application for 10-point Veteran's Preference, SF15; and the proof of entitlement of this preference which is normally an official statement, dated 1991 or later, from the Department of Veterans Affairs certifying to the present existence of the service-connected disability and indicating the percentage of your disability. (For active-duty service members expecting honorable or general discharge or release within 120 days, click Active Duty). Without this documentation, you will not receive the veteran's preference. For more information, go to Feds Hire Vets - Veterans Preference
  • Displaced Employee Placement Documents: Only required if requesting priority consideration under CTAP or ICTAP eligibility.

  
  Cover Letters are not mandatory and will not be used to verify experience but may be submitted.
  Do not upload password-protected documents.
  Applicants selected for employment who are not current DOL employees will be required to provide proof of citizenship, and the E-Verify system will be used to confirm the employment eligibility of all new hires.

• How to Apply

  To apply for this position, you must complete the initial online application, including submission of the required documentation specified in the Required Documents section.

  Your application and ALL required supplemental documents MUST be received by 11:59 pm Eastern Time on the vacancy closing date to receive consideration.
  Paper applications and supplemental documents submitted in any other manner without prior approval from the vacancy contact will not be considered. Click here for information on Reasonable Accommodations.

  Important - Save your information before the 30 minute system timeout! For help, go to USAJOBS Help Center.

  STEP 1 - Create USAJOBS Account on www.usajobs.gov, including Resume and Saved Documents. Your resume must provide sufficient information to substantiate your responses to the self-assessment vacancy questions. If not, HR may amend your responses to more accurately reflect the competency indicated by resume content. For each employment period, include start/end month & year and note full-time or part-time (if part-time, include # of hours worked per week) otherwise, your application may be considered incomplete.

  STEP 2 - Complete the 1st part of the application process (USAJOBS). Once you have identified a job on USAJOBS that you wish to apply for, click on the job title and then click the Apply button. For questions about the vacancy, contact the Agency Contact at the bottom of the announcement. Proceed through the steps noted at the top of the USAJOBS page. You will be able to select a resume and documents from your USAJOBS Account that you can submit as a package as part of your DOL application. In the final step, once you have certified your application, click the Continue to agency site button.

  STEP 3 - Complete the 2nd part of the application process (DOL). On the Department of Labor (DOL) page, create a DOL Account if you have not already and click Apply to this vacancy. Continue through the progress steps at the top of the DOL page. The 2nd progress step is where you answer the vacancy-specific questions. The 3rd progress step Documents is where you submit the required documents (only if applicable to you) specified in the Required Documents section of this vacancy.

  STEP 4 - On the Review and Submit step, verify each section of your application is complete and correct. In order to submit your application, you must have a check mark next to each section listed. If there is an X, return to the appropriate section and follow the prompts. When it is ready for submission, certify your application and click the Submit Application button.

  STEP 5 - Edit Application as needed by 11:59 pm Eastern Time of Closing Date by returning to USAJOBS, clicking the vacancy, thenUpdate Application.
  NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

  Agency contact information

  Rhonda Dory

  Phone

  972-850-4427

  Email

  dory.rhonda.a@dol.gov

  Address

  Mine Safety and Health Administration
  200 Constitution Avenue NW
  Washington, DC 20210
  US

  Next steps

  Once your complete application is received, we will conduct an evaluation of your qualifications and refer candidates for selection consideration. Candidates will be referred to the hiring manager for further consideration and possible interviews. You will be notified of the outcome. A selection is expected to be made within 30 calendar days of the issuance date of the certificate.

  For instructions on how to check the status of your application, go to USAJOBS Help Guide.

  USAJOBS will no longer send status alert email notifications. You can check your application status in the TAS by logging into USAJOBS and in the Applicant Dashboard, click the hiring agency Talent Acquisition System (TAS). If the TAS does not provide application tracking information, contact the agency's point of contact on the job announcement.
  To verify your application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link, and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

• Fair and Transparent

  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

  • Equal Employment Opportunity (EEO) Policy
  • Reasonable accommodation policy
  • Financial suitability
  • Selective Service
  • New employee probationary period
  • Signature and false statements
  • Privacy Act
  • Social security number request

Required Documents

Clarification from the agency

Open to U.S. citizens; and CTAP/ICTAP eligibles within the local commuting area.