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Shared Administrative Assistant *CTAP/RPP Only* (OA)

Company: The Department of the Treasury
Location: Madison
Posted on: January 16, 2020

Job Description:



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 income taxpayers.

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 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

    Travel Required

    Not required

    Supervisory status


    Promotion Potential



    Conditions of Employment
    • Refer to Other Information.
    • Click "Print Preview" to review the entire announcement before applying.
    • Must be a U.S. Citizen or National
    • IRS Employees with Career or Career Conditional Appointments

      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 years.


      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.


      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 university.


      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.


      Additional information

      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 be available.
      • 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 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 may result in a "not qualified" determination.

        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

        Security clearance

        Drug test required


        Required Documents

        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 eligible).

        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 overall rating.

        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 identified.

        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 requirements:

        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
        GS 05

        $34,916 to $45,393 per year

        Appointment type

        Work schedule
        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

        Telework eligible
        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 office-sponsored events.

            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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