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Program Support Assistant

3 weeks ago

Washington, Washington, D.C., United States DISABILITY SERVICES Full time

If you like to stay busy and immersed in cultural activities, then Washington, DC is the place to be Museums, restaurants, great climate, green space and job opportunities are among the many positives of living in the Nation's Capital. Not to mention the residents of the District of Columbia are highly educated and the region has some of the best schools in the country. Each day the District of Columbia continues to be ranked in the top 10 of thriving city indicators where you can live, work and play.

INTRODUCTION

This position is located in the Department on Disability Services, Rehabilitation Services Administration, Randolph Sheppard Vending Facilities Program (RSVFP). The purpose of RSVFP is to assist people that are blind and with visual impairments with remunerative employment through the development of appropriate vending facility sites and by providing operational, administrative, and training initiatives that promote financial independence, business growth, and entrepreneurship.

This position is responsible for performing administrative, programmatic, and clerical assignments to support Randolph Sheppard and its operations. The incumbent will provide support and assistance to employees who are visually impaired by reading manuals, documents and correspondence that are pertinent in completing essential job duties.

MAJOR DUTIES

  • Receives telephone calls to the Office. Ascertains nature of calls and determines appropriate action. Answers most questions but may refer caller to an appropriate staff member or take a detailed message.
  • Receives incoming correspondence/mail. Refers items requiring Supervisor's attention or a specific staff member to Supervisor or in the absence of Supervisor to an appropriate staff member and the required staff member. Acts on routine items. Maintains control records on incoming correspondence/mail and action documents and follows up on work in progress to ensure timely reply or action.
  • Performs administrative, program, and/or other specialized work to support the Unit and its operations. Maintains Unit records, locates and compiles basic data/information from files for the development of reports. May prepare, receive, review and verify Unit documents. May keep a project calendar and inform staff of deadlines, other important dates, and similar administrative support work.
  • Applies clerical and/or administrative procedures, methods, and techniques to support Supervisor, staff, and Unit such as scheduling/reserving conference/ meeting rooms; determines most appropriate conference room based on number of people and any special needs.
  • Receives request(s) for information from other units within DDS. Routes items requiring a direct response from the Supervisor to the Supervisor; on other items routes item to an appropriate staff member with notation to Supervisor or answers items from available information with notation to Supervisor, as applicable.
  • May review correspondence and documents that were prepared for signature of the supervisor for correct format, grammar, punctuation, and any other special policy requirements; coordinates any corrective action with the appropriate party or office when errors are identified. Creates general correspondence pertaining to administrative matters (e.g., letters, memoranda, reports, etc.) from existing formats for the Supervisor and/or staff members.
  • Serves as liaison between the Supervisor and staff. Provides timely, accurate and current information to staff.
  • Coordinates the submission of a variety of reports and data (i.e., progress, status and fiscal reports) to ensure fulfillment of established program/unit requirements.
  • Works with Office of Human Capital, IT, and the Support Services Division in preparing for the onboarding of new staff.
  • Orders office supplies and makes training and travel reservations for Supervisor and staff using assigned P-card as appropriate. Reconciles P-card statements.
  • Reconciles reports in an automated data management system. May use several automated data management systems to perform work.
  • Posts items on the shared drive. Retrieves/deletes items on the shared drive as appropriate.
  • Reads documents, manuals, and correspondences for blind or low vision employees, as requested.
  • Works in collaboration with the Rehabilitation Assistant to support visually impaired staff in completing essentials duties.
  • Performs other duties as assigned.

QUALIFICATIONS

Applicant must have one (1) year of specialized experience at the next lower grade-level. Seven(7) years of administrative experience that equipped the applicant with the particular knowledge, skills, and abilities to successfully perform the duties of the position.

Applicant must meet all qualifications and eligibility requirements by the closing date of this announcement.

EDUCATION

A high school diploma is required. An equivalent combination of education and experience will be considered.

WORK EXPERIENCE/KNOWLEDGE REQUIRED

Comprehensive knowledge of DDS and its structure (Divisions, Programs, and personnel), polices, regulations, and procedures to assist or correctly direct callers, visitors, and/or clients to the most appropriate individual and perform assigned tasks. Knowledge of the District government to refer callers and visitors to a more appropriate agency as necessary.

Comprehensive knowledge of the functions, responsibilities, and objectives of the assigned Unit to effectively assist Supervisor and staff and perform assigned tasks.

Knowledge of grammar, spelling, punctuation, and editing sufficient to draft non-technical correspondence and to identify and correct errors in typed reports, memoranda, correspondence, etc.

Comprehensive Knowledge and skill in the use of general office automation software, practices, and procedures including comprehensive knowledge of DDS and District automated systems to input or retrieve information and/or reserve conference/meeting rooms.

Demonstrated ability to communicate effectively both orally and in writing. Skill in written communications to prepare correspondence and/or reports for Supervisor, staff or in the performance of Duties.

Comfortable working near service animals.

Must have a clear and articulate speaking voice with a comprehensive English vocabulary and reading level above 60 words per minute.

Collective Bargaining Unit

This position is in the collective bargaining unit represented by AFGE Local union 383.

Work Schedule

This position requires 4 days a week in the office.

Additional information

Once applications are submitted, applicants will not be able to change their responses to the online questions.

The position for which the individual is applying has been identified and designated as requiring enhanced suitability screening.

If tentatively selected for the position, a criminal background check, traffic record check, consumer credit check, and mandatory drug and alcohol test will be conducted (as appropriate); and

The appointee to the position may be offered employment contingent upon receipt of a satisfactory enhanced suitability screening.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.Your application includes your resume, responses to the online questions, and required supporting documents. Please be sure that your resume includes detailed information to support your qualifications for this position; failure to provide sufficient evidence in your resume will result in a "not qualified" determination.

EEO Statement

The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.