Shared Administrative Assistant *CTAP/RPP Only* (OA)
Company: The Department of the Treasury
Posted on: January 16, 2020
What is The Small Business/Self-Employed (SB/SE) Division - The
Small Business/Self-Employed (SB/SE) Division provides examinations
and taxpayer education services for about 7 million small
businesses and upwards of 33 million self-employed and supplemental
See Other Information for Locations
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
- 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
- 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
- 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
- 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
Conditions of Employment
- Refer to Other Information.
- Click "Print Preview" to review the entire announcement before
- Must be a U.S. Citizen or National
- IRS Employees with Career or Career Conditional
Proficiency Requirement (Office Automation): In addition to meeting
experience or education requirements, applicants must be able to
demonstrate the ability to type 40 words per minute. Applicants may
be asked to participate in a typing/performance test, provide a
certificate of proficiency from a school or other organization
authorized to issue such certificates by the Office of Personnel
Management local office, or self-certifying their proficiency
(which may be verified at a later step in the process). Performance
test results and certificates of proficiency are acceptable for 3
You must meet the following requirements by the closing date of
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.
You 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
You 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 . 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.
1 position is located in Small Business/Self-Employed (SB/SE),
Examination Operations at 1242 Fourier Drive, Madison, WI 53717
Position Description : 98658
A PM/C SharePoint site is available for IRS Employees at:
Conditions of Employment:
- We may select from this announcement or any other source to
fill one or more vacancies.
- This is a bargaining unit position.
- Alternative work schedule, staggered work hours or telework may
- Tour of Duty: Monday - Friday 8:00 a.m. - 4:30 p.m.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the
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 may result in a "not qualified"
Rating: Your application will be evaluated on the CJEs of the
position to be filled per the National Agreement Article 13.
Your application will also be rated and ranked among others, based
on your responses to the online questions, regarding your
experience, education, training, performance appraisals and awards
relevant to the duties of this position. IRS employees may obtain
most recent awards listing at
Your rating may be lowered, if your responses to the online
questions are not supported by the education and/or experience
described in your application.
Referral: If you are among the top qualified candidates, your
application may be referred to a selecting official for
consideration. You may be required to participate in a selection
interview (telephonic and/or in person at the discretion of the
Selecting Official in accordance with hiring polices). We will not
reimburse costs related to the interview such as travel to and from
the interview site.
If you are a displaced or surplus Treasury employee eligible for
the , you must receive a score of 80 or better to be rated as well
qualified to receive special selection priority.
To preview questions please .
Background checks and security clearance
Drug test required
A complete application includes 1. A resume, 2. Vacancy question
responses, and 3. Submission of any required documents. Please note
that if you do not provide all required information, as specified
in this announcement, you will not be considered for this position
(or may not receive the special consideration for which you may be
All applicants are required to submit a resume either by creating
one in USAJOBS or uploading one of their own choosing. ( are
optional). To receive full credit for relevant experience, please
list the month/year and number of hours worked for experience
listed on your resume. We suggest that you preview the online
questions, as you may need to customize your resume to ensure that
it supports your responses to these questions. Please view
Career Transition Assistance Plan (CTAP) DOCUMENTATIONIf you are a
displaced or surplus Treasury employee, click for eligibility and a
detailed list of required documents. IRS CTAP eligibles can apply
for jobs within and outside the commuting area.
IRS Reassignment Preference Program (RPP)You must meet the
requirements in your RPP notice. Submit a copy of your RPP Notice
along with a copy of your most recent annual performance appraisal.
Your performance appraisal must have a fully successful or higher
Performance Appraisal/AwardsSubmit a copy of your most recent
completed performance appraisal.
IRS Employees: if a revalidated appraisal is used for merit
promotion, the supervisor must prepare a narrative for each
critical job element that does not have a narrative describing the
performance in the appraisal period covered by the rating. Note: If
you are a manager or management official, your most recent annual
performance appraisal must be used for the overall rating
Education DocumentationIf you are qualifying for this position by
substituting education or training for experience, submit a copy of
your transcripts or equivalent. If the position has specific
education requirements and you are currently (or have previously
been) in the Federal job series to be filled, there is no need to
submit a transcript or equivalent at this time.
An official transcript will be required if you are selected.
A college or university degree generally must be from an accredited
(or pre-accredited) college or university recognized by the U.S.
Department of Education. For a list of schools which meet these
criteria, please refer to .
If you are qualifying based on foreign education, you must submit
proof of creditability of education as evaluated by a credentialing
agency. Refer to the
If you are relying on your education to meet qualification
Education must be accredited by an accrediting institution
recognized by the U.S. Department of Education in order for it to
be credited towards qualifications. Therefore, provide only the
attendance and/or degrees from schools accredited by accrediting
institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in
this vacancy announcement may result in an ineligible rating or may
affect the overall rating.Overview
Open & closing dates
01/02/2020 to 01/09/2020
Pay scale & grade
$34,916 to $45,393 per year
Full-Time - Monday - Friday, 8:00 a.m. - 4:30 p.m.
1 vacancy in the following location:
1242 Fourier Drive Madison, WI Madison, WI 1 vacancy
Relocation expenses reimbursed
Yes as determined by agency policy
Fair & Transparent
The Federal hiring process is setup to be fair and transparent.
Please read the following guidance.
Equal Employment Opportunity Policy
The United States Government does not discriminate in employment on
the basis of race, color, religion, sex (including pregnancy and
gender identity), national origin, political affiliation, sexual
orientation, marital status, disability, genetic information, age,
membership in an employee organization, retaliation, parental
status, military service, or other non-merit factor.
Reasonable Accommodation Policy
Federal agencies must provide reasonable accommodation to
applicants with disabilities where appropriate. Applicants
requiring reasonable accommodation for any part of the application
process should follow the instructions in the job opportunity
announcement. For any part of the remaining hiring process,
applicants should contact the hiring agency directly.
Determinations on requests for reasonable accommodation will be
made on a case-by-case basis.
A reasonable accommodation is any change to a job, the work
environment, or the way things are usually done that enables an
individual with a disability to apply for a job, perform job duties
or receive equal access to job benefits.
Under the Rehabilitation Act of 1973, federal agencies must provide
reasonable accommodations when:
- An applicant with a disability needs an accommodation to have
an equal opportunity to apply for a job.
- An employee with a disability needs an accommodation to perform
the essential job duties or to gain access to the workplace.
- An employee with a disability needs an accommodation to receive
equal access to benefits, such as details, training, and
You can request a reasonable accommodation at any time during the
application or hiring process or while on the job. Requests are
considered on a case-by-case basis.
Learn more about or
Legal and regulatory guidance
- Financial suitability
- Social security number request
- Privacy Act
- Signature and false statements
- Selective Service
- New employee probationary period
Keywords: The Department of the Treasury, Madison , Shared Administrative Assistant *CTAP/RPP Only* (OA), Administration, Clerical , Madison, Wisconsin
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