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Shared Administrative Assistant (OA) *RPP Only*

What does a Shared Administrative Assistant (OA) do?Plan, organize and carry out varied administrative, clerical, and case processing support to multiple managers and groups of professional and technical employees both on-site and remotely. You may be asked to support other business units with common administrative tasks within a post-of-duty such as mail, greeting visitors, boxing case files, arranging conferences and meetings, typing and reviewing correspondence and meeting minutes and briefing the manager(s) on important issues. As a Shared Administrative Assistant (OA) you will: Receives and screens telephone calls and visitors, determines the nature of business, provides information and answers questions in accordance with Service policies and operations or directs callers and visitors to appropriate person or office. Receives and controls mail and suspense items, follows up on outstanding controls and assembles background information before routing to appropriate person or office. Maintains various office equipment related to mail and various documents, including fax machines, copiers, printers, and scanners. Maintains control of identification media. Verifies completeness and accuracy of case controls to ensure compliance with established business unit procedures and formats. Analyzes case information to determine the appropriate procedures to close cases within related groups. Maintains and updates manual and automated tracking systems used in processing cases. Prepares and prints reports from business unit automated systems as requested. Composes and distributes email messages to remind workgroup of response dates and to schedule meetings and reviews. Creates various logs and spreadsheets to monitor completion of items such as emergency contact information, rosters, performance appraisal completion dates, and field visitation and review dates. Prepares meeting minutes for distribution. Organizes, maintains, and purges files and records, manuals, handbooks, and other related materials. Prepares federal records for storage. Reviews and reconciles technical case-related and administrative reports, documents, and travel vouchers. Orders and maintains supplies; initiates purchases and reconciles controls on electronic database; maintains control of purchase card for purchasing consumable supplies. Uses word processing and other software to produce a variety of correspondence, reports, forms, requisitions for personnel actions and legal documents in proper format, with responsibility for procedural and grammatical accuracy, and factual correctness. Accesses various automated systems such as Examination Return Control System (ERCS), Report Generating System (RGS), Integrated Collection System (ICS), and Entity Case Management System (ECMS) to input and validate information to open, assign, transfer and close cases. Assembles initial case file information including preliminary tax and asset information garnered from automated databases. Reviews and monitors suspense files to ensure workflow of case-related activities and documents. Inputs and/or verifies technical employees' time on business unit automated systems such as SETR, ERCS, ICS, and Entity. Retrieves data and provides analysis of time expended on individual and related case categories and other time expenditures, as requested. Maintains calendars, schedules appointments and engagements, makes travel arrangements and prepares travel vouchers and authorizations. Serves as proxy for manager on automated systems such as the performance appraisal system, travel system, requisition tracking system, etc. Schedules and coordinates logistics of meetings and conference calls. Performs common administrative tasks (i.e., receiving/sorting and distributing mail, greeting/directing taxpayers, shipping cases/packages, coordinating/ordering supplies, etc.,) for assigned business unit as well as other business units within the post-of-duty as needed.WHERE CAN I FIND OUT MORE ABOUT OTHER IRS CAREERS? If you want to find out more about IRS careers, visit us on the web at www.jobs.irs.gov You must meet the following requirements by the closing date of this announcement.  GS-5 LEVEL: You must have 1 year of specialized experience at a level of difficulty and responsibility equivalent to the GS-4 grade level in the Federal service. Specialized experience for this position includes: provide clerical and admin support to managers and staff. Operates a variety of software systems and hardware (e.g., IDRS, ERCS, RGS, ICS, Entity, DMV, CBR, etc.) to prepare documents, input data, compile and generate reports and monitor administrative controls. Respond/refer taxpayer complaints and inquiries. Research and independently resolve problems within well-defined procedures. Understanding of agency regulations, manuals, and directives pertaining to clerical and administrative policies and practices to perform administrative and case processing support functions. Understanding and application of grammar, spelling, punctuation, and required formats to prepare reports and correspondence. ORYou may substitute education for specialized experience as follows: a Bachelor's degree or four (4) years of education above high school in any field of study from an accredited college or university. ORYou may qualify by a combination of experience and education. Options for qualifying based on a combination will be identified in the online questions.-The experience may have been gained in the public sector, private sector or Volunteer Service. One year of experience refers to full-time work; part- time work is considered on a prorated basis.-To ensure full credit for your work experience, please indicate dates of employment by month/year, and indicate number of hours worked per week, on your resume.
  • Department: 0303 Miscellaneous Clerk And Assistant
  • Salary Range: $39,873 to $51,837 per year

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