United Statts Administrator! Ana 22M-30CO
Environmental ProtacJion Rasourcas Management Novenoer'39'
Agancy (PM-224)
<>EPA Administrative Support Career
Management System
A Practical Guide
For Developing
High Performance Teams
^ Prmtea on Recycled Pac
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
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CONTENTS
Chapter 1 Policy 1
Chapter 2 Background 5
I. Introduction , 7
II. Findings 9
III. Recommendations 13
Chapter 3 Goals, Roles, and Responsibilities 17
I. Goals 19
II. Roles and Responsibilities 21
Chapter 4 Job Restructuring Guide 25
I. Introduction 27
A. When Positions Begin to Change 27
B. Job Design Elements 28
C. Use of Office Manager Organization Title 30
0. What Duties Impact the Title, Series and Grade? 30
E. Impact of the Person on the Job 31
II. How to Use this Guide 33
A. Narrative Description of Position Change 33
III. Job Restructuring Menus 37
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IV. Office Manager 39
A. Office Manager Definition 39
B. Office Manager Menu 39
V. Office Automation Assistant 45
A. Office Automation Assistant Definition 45
B. Office Automation Assistant Menu 45
VI. Environmental Protection Assistant 47
A. Environmental Protection Assistant Definition 47
B. Environmental Protection Assistant Menu 47
Chapter 5 Grade Level Charts 51
I. Introduction 53
II. Office Manager Grade Charts 55
A. Office Manager Charts 55
Chart A-1 (Office Manager Working with a Ist-Une
Supervisor) 56
Chart A-2 (Office Manager Working with a 2nd-Une
Supervisor) 57
Chart A-3 (Office Manager Working with a 3rd-Une
Supervisor) 58
Chart A-4 (Office Manager Working with an
Executive) 59
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t
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B. Office Manager Factor Level Descriptions 60
Chart A-5-1 (Factor 1 - Knowledge Required) 60
Chart A-5-2 (Factor 2 - Supervisory Controls) 63
Chart A-5-3 (Factor 3 - Guidelines) 64
Chart A-5-4 (Factor 4 - Complexity) 65
Chart A-5-5 (Factor 5 - Scope and Effect) 66
Chart A-5-6 (Factor 6 - Personal Contacts) 67
Chart A-5-7 (Factor 7 - Purpose of Contacts) 68
Chart A-5-8 (Factor 8 Physical Demands) 69
Chart A-5-9 (Factor 9 - Work Environment) 69
III. Office Automation Grade Charts 71
A. Office Automation Chart (Chart B-1) 71
Chart B-1 (Office Automation Grade Level Patterns) ... 72
B. Office Automation Factor Level Descriptions 73
(for GS-05 through GS-07)
Chart B-2-1 (Factor 1 - Knowledge Required) 73
Chart B-2-2 (Factor 2 Supervisory Controls) 74
Chart B-2-3 (Factor 3 - Guidelines) 75
Chart B-2-4 (Factor 4 - Complexity) 76
Chart B-2-5 (Factor 5 - Scope and Effect) 77
Chart B-2-6 (Factor 6 - Personal Contacts) 78
Chart B-2-7 (Factor 7 - Purpose of Contacts) 79
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Chart B-2-8 (Factor 8 - Physical Demands) 80
Chart B-2-9 (Factor 9 - Work Environment) 80
IV. Grade Level Chart for Administrative and Program
Assistant Positions (Chart C-1) 81
Chart C-1 (Grade Level Chart for GS-05 - GS-09) 82
Chapter 6 Orientation, Training and Development Guide 87
I. Introduction 89
II. Sample Orientation Program 91
III. Sample Inventory of Knowledges/Skills/Abilities Required at
Various Grade Levels in Office Manager Positions 99
IV. Certified Professional Secretary Program 103
V. Career Management Plan 105
Acknowledgements
Appendix A Office Manager Position Descriptions
Appendix B Office Automation Assistant Position Descriptions
Appendix C Environmental Protection Assistant and Other Administrative
Support Position Descriptions
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CHAPTER 1
POLICY
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EPA has developed an Administrative Support Career Management System which will
improve our ability to attract, develop, and retain the highest quality staff; will enhance the
status, professionalism, and career opportunities for that staff; and will provide the
motivated and highly skilled employees we need to meet the demands of the EPA office
of the future.
Responsibility for the success of this Career Management System lies with each
manager, supervisor, secretary and administrative employee. Additionally, each Assistant
Administrator, Lab Director, Regional Administrator, and Office Director is asked to
assume the following responsibilities:
1) Establish basic orientation programs for new secretarial and administrative staff.
2) Conduct skills assessments of secretarial and administrative staff at the annual
mid-year review; identify training and development needs, and document with
Career Management Plans (CMPs).
3) Establish skills and training requirements for secretarial and administrative
positions at each grade level.
4) Commit sufficient resources to the on-going training of secretarial and administra-
tive staff to keep them abreast of technological changes and to promote their
career development.
5) Encourage completion of certified professional secretary programs by our Office
Managers.
6) Conduct reviews of each secretarial and administrative position when vacated or
at the request of the incumbent or supervisor to determine if restructuring of the
position is appropriate.
7) Provide training to supervisors and managers on position management, staff
utilization, and job restructuring.
8) Commit to building "office teams" by including support staff in retreats and team
building exercises.
9) Report to the Deputy Administrator annually on the progress they have made in
the implementation of this career management system.
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CHAPTER 2
BACKGROUND
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I. Introduction
The Human Resources Council, in its June 1989 report to the Administrator on the
Impacts of Technological Changes on the EPA Workforce, recommended "that the
Administrator commission an Agency-wide review and analysis of the secretarial/clerical
jobs within the context of our changing technological environment. Consideration should
be given to a major redesign of job descriptions for our secretarial/clerical employees.
These new jobs might include roles such as office managers, office automation
assistants, communications specialists, records system operators and program assistants.
Classification guidelines should be clarified and applied to these new positions. Training
programs for secretarial staff should be enhanced to permit the organization to fully
realize the benefits of technological change."
Since that report nearly two years ago, several EPA organizations studied the
impacts of technology on their secretarial workforce; developed pilot career management
systems; conducted internal assessments of their secretarial workforce; or convened
discussion groups to review the issues raised in the report.
The following is a short summary of the major findings and recommendations from
these studies and pilots.
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II. Findings
A. New Technology is Changing the Nature of the Work Performed by
Traditional Secretarial Staff
The accessibility and use of personal computers by professional and
technical staff has resulted in a shift of primary word-processing and document creation
from the support staff to the professional staff. In organizations with voice mail systems,
the traditional duties of the receptionist have been greatly reduced. Each of these
technologies has created opportunity and time for support staff to acquire greater
programmatic knowledge and assume more complex duties.
B. New Technology is Expanding the Skills and Knowledges Required for
Secretarial Positions
The future office will process information and data rapidly and coordination
and integration of program and administrative data will be essential. The private sector
has already replaced some secretaries and clerks with information managers at various
levels. They are proactive rather than reactive, with strong verbal and writing skills. Skill
level requirements are changing quickly in the secretarial workforce, and this wiR
accelerate with the advent of new technology.
C. New Technology is Changing tht Role of the Secretary
Secretaries are apprehensive, uncertain of their roles, and concerned about
future changes and mftOGM disappearance of mnretUal jaae. . Laefc of dearly
defined and focused secretarial jobs and poor comrnunteaaon between some supervisors
ano sacnMansa* nsMrGHMCr pMNMMa^iBir iMM£Bva£0aattlaaaBans^ organizational
relationships. MoaV aaata^RtMSrwiaWvfawsd hr thaaa slualaar1aa>lhat>sao)
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E. Demographic Changes Will Force a Restructuring of the Future Office
Environment
Demographic changes are real. Changes in the employment pool are
already occurring. Change will continue and we will experience more difficulty in finding
employees trained and willing to fill jobs in a support role to professional, administrative
and technical positions. Computer literacy will be a necessity in the future work
environment.
F. New Technology has Created the Opportunity to Restructure Secre-
tarial Jobs
Most secretaries interviewed feel that the transfer of the typing workload to
the specialist staff frees them to perform other duties, such as preparing training, travel
and purchase order requests. A potential exists for adding responsibilities such as
reports management, analysis of report data, greater administrative work, and greater
involvement in budget and fiscal control manors. It is important to note that not all
organizations and not all employees will be equally affected by restructuring efforts. Job
design will be determined by employee skill level, developmental potential, and the
character, complexity and nature of the individual unit. It would cause long-term
personnel management problems to either merely change titles without a specific change
in duties or responsibilities or to attempt to force-fit a "standard" job into every singly
organizational unit. New roles will not only take strong managerial commitment, but will
also require tremendous employee commitment to make a new job design work.
G. Basic Skill Deficiencies Limit Secretarial Opportunity for Growth
In one major study, one third of the supervisors expressed concern that their
employees did not have the skills to perform satisfactorily in their present positions.
Specific skill areas such as proofreading, phone answering, typing, personal computer
operation (especially with the use of key software packages) were identified as skill level
deficiencies. Some managers are uncertain of the skill levels of their present employees.
Many expressed concern that those without proper training in areas such as computer
operations, programming, communications, and a variety of other needed skills, would
have to enter some kind of training program to improve their skill levels. Because of
management concerns over basic skill levels and the capabilities of some of these
employees, they do not foresee some jobs expanding.
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H. Supervisors Lack the Skill and Knowledge to Restructure Secretarial
Jobs and Create Career Opportunities
Generally, supervisors are aware of the scope and the responsibilities of
their secretaries, and, as a group, they demonstrate a keen understanding of not only the
assigned duties, but also the intangible aspects of the work. Some supervisors, however,
were unable to clearly define the secretary's position. Some said that since they were
promoted into supervisory positions without any training on staff utilization, and had not
been exposed to supervisory duties such as job restructuring or staff communications,
they did not feel secure beyond their own technical background. A briefing or training
session for first-line and new supervisors would be appropriate to deal with these
concerns. Specific guidance and training of these supervisors would alleviate this
problem.
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HI. Recommendations
A. Career Enhancement/Job Restructuring
1. EPA managers should seek to expand their secretary's role by
assigning them more challenging work and seeking new ways to increase their
responsibility. Also, managers should use organizational titles that recognize various skill
levels and differentiate seasoned, experienced secretaries from those at the beginning
levels.
2. EPA management should add substantive responsibilities for
computer software applications (such as desktop publishing, data base management, and
graphics) that are more complex than word-processing. The knowledge and creativity
required by the more complex computer programs may be sufficient to enhance the grade
of the position. This will be feasible only for secretaries adept at computer operation who
possess greater than normal skill in this area.
3. EPA management should create new positions or restructure existing
positions that combine secretarial office manager responsibilities with the budget, program
and management analysis, and office services management duties typical of an
Administrative Officer. Other significant areas that might be included in this position are
office automation management, office information systems management, reports analysis,
data manipulation, desktop publishing, and staff assistance.
4. EPA management should make greater use of the Upward Mobility
Program. The Upward Mobility Program is a valuable vehicle for helping motivated and
capable employees to advance in their careers and develop into new areas that take
advantage of their potential.
5. Traditional secretarial job opportunities will diminish in the future.
Secretaries should be encouraged to plan and prepare for the future by gaining or
enhancing their automation, analytical, communications and interpersonal skills.
B. Training and Development
1. Managers and supervisors should involve themselves in training
needs assessment for both new and support staff to enhance their skills to meet the
needs of the organization of the future. Support staff workgroups at all levels should
focus on training needs for the future from their perspective and communicate this need
to management
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2. Secretaries and Office Managers must be given opportunities to
improve their competence and skills through agency training programs and formal
education. Supervisors should encourage their support staff to take in-house and
collegiate courses, and assist them by providing tuition assistance or contributing duty
time for such external education courses. Local certification programs may be
established to formally recognize attainment of particular levels of education and
competence.
3. EPA managers and supervisors need specific training in how to
restructure support work and, most importantly, how to utilize support staff effectively to
get the job done. This would be particularly important for new supervisors or supervisors
of highly technical staffs who may not have had experience in restructuring positions.
4. Specific training should be identified as mandatory within time frames
outlined. Optional training should be encouraged.
5. Supervisors need training in identifying and screening for the skills
needed in the support positions of the future.
6. EPA should establish a relationship with schools to encourage them
to design curricula that will address future needs of EPA employees and the office
workforce in general.
C. Communication
1. EPA management should build on an already positive framework of
support staff involvement This would include meetings and seminars on program issues,
more secretarial retreats/workshops and specific, focused communication from Assistant
Administrators, Lab Directors, Regional Administrators, and Office/Division Directors to
the support staff workforce.
2. Efforts should be made to promote better relationships between
support staff and professional staff by sharpening role definitions and conducting team-
building sessions.
3. Supervisors must clearly delegate responsibilities to support staff and
insure the unit understands the specific role of these employees.
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D. Recruitment
Different and specialized recruitment must be planned to provide EPA with
the computer/Information management skills needed to perform the technical support work
of the office of the future.
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CHAPTER 3
GOALS, ROLES, AND RESPONSIBILITIES
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I. Goals
This career management system was established with several clear and distinct
goals in mind. Specifically, to:
1) Develop a common language for the discussion of changes in positions and,
in particular, changes in support staff positions resulting from changing technology or
changes in the work environment.
2) Develop a common understanding among managers, supervisors and staff
on grade-level distinctions for office manager, office automation and program support
positions.
3) Provide information on the Office Manager, Office Automation Assistant, and
Environmental Protection Assistant (EPA) occupations. Provide clear job structuring
options and menus of duties.
4) Provide clear step-by-step instructions to supervisors, managers and
employees on the methods and procedures to use in restructuring positions and
coordinating with their servicing Human Resource Office for reclassification of the
positions.
5) Encourage managers to involve the entire staff in "building* or restructuring
support positions. We suggest that, for job restructuring to be successful, the entire staff
must support the new role and the delegation of higher level duties.
6) Encourage managers and supervisors to review traditional secretarial
positions when they become vacant to ensure that they still meet the needs of the
organization, and to determine if the positions could be restructured.
7) Reinforce the concept that, the work of the position must significantly
change, for a position grade change to occur. The grades of positions do not change
unless the scope and the complexity of the work have significantly changed. Higher
graded jobs must reflect different duties and responsibilities.
8) Provide information on how positions are titled and graded when the work
consists of duties from several occupations.
9) Establish mandatory training and development programs for each level of
EPA's administrative support workforce.
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10) Enhance EPA's ability to attract, recruit, and retain highly skilled and
motivated support staff.
11) Enhance the status of EPA's professional Office Manager workforce. The
goal of this guide is to encourage employees to view the Office Manager as a viable
career and valued profession at EPA.
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II. Roles and Responsibilities
A. Employees
Employees are responsible for their careers by becoming aware of
opportunities, career options, and career paths. Employees should use this guide, as well
as other appropriate resources, to become familiar with occupations at EPA and the skills
and knowledges required to perform those functions.
Employees who feel their positions are no longer accurately described and
classified are responsible for initiating a discussion with their supervisor.
Employees are responsible for initiating discussion and working with their
team (supervisor and staff) to identify duties that would facilitate and enhance the work
of the office; increase the effectiveness of the organization; and provide meaningful and
challenging positions. When an employee seeks to broaden his or her work assignments,
the change in duties must be discussed and the employee must gain the supervisor's
approval.
Employees are responsible for gaining the knowledge and skills necessary
to meet the changing needs of the organization, including the areas of office automation
and program support.
Employees are responsible for developing a written Career Management
Plan documenting the knowledges and skills needed and the methods to be used to build
those skills.
B. Managers and Supervisors
Managers and supervisors are responsible for becoming aware of career-
enhancing opportunities for support staff and the guidance for restructuring positions
described in this guide.
Managers and supervisors are responsible for discussing career options and
interests of staff members, and for supporting staff in the pursuit of their careers.
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Managers and supervisors are responsible for initiating discussions with their
staff to identify duties that could be shifted to current administrative support positions.
The success of the team requires group support of the shifting of administrative and
programmatic support duties to enhance career opportunities of secretarial, clerical and
administrative employees.
Managers and supervisors are responsible for seeking career enhancement
opportunities for employees who demonstrate a willingness and ability to assume
additional responsibilities consistent with the needs of the group.
Managers and supervisors are responsible for position management which
is defined as a carefully designed position structure which blends the skills and
assignments of employees with the goal of successfully carrying out the organization's
mission and program.
Managers and supervisors determine the classification of positions by
assigning duties and responsibilities, and are responsible for assuring a sound position
structure in their organizations.
Managers are responsible for documenting new duty assignments, writing
a narrative description of the changes, and requesting classification review from their
servicing Human Resource Office.
Managers and supervisors are responsible for working with employees to
ensure that Career Management Plans (CMPs) are reviewed and updated on a regular
basis.
C. Human Resources Offices (HROs)
HROs are responsible for briefing and training managers, supervisors, and
employees on the information outlined in this Guide.
HROs are responsible for providing consultation services to managers,
supervisors and employees on career options and types of duties to be considered for
addition to positions. HROs are also responsible for providing position management
advice.
HROs are responsible for developing and implementing a strategy for
encouraging managers and supervisors to review the work of their organization,
specifically to identify positions that need review.
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HROs are responsible for classifying positions submitted for review.
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CHAPTER 4
JOB RESTRUCTURING GUIDE
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I. Introduction
This Guide is designed to provide information on job design and restructuring of
secretarial, administrative and program support positions in your organization. We
encourage managers and supervisors to use this guide in conjunction with the grade level
charts and other appropriate references and resources. Specific job classification actions
require evaluation by your servicing Human Resources Management Office.
A. When Positions Begin to Change
Automation has changed the role and responsibilities of EPA's secretarial
workforce and has the potential for even more profound change. We know that office
technology, such as the use of personal computers has shifted some word-processing
responsibilities from the secretary to the technical and professional staff. In addition,
voice mail has significantly reduced phone receptionist duties.
It is clear that the traditional secretary will do less routine typing and
receptionist duties and more management of administrative systems, advanced office
automation functions and substantive administrative support functions. The challenge will
be for managers and employees to identify when changes in work functions need to occur
and how to make them happen successfully.
The future office will process information and data rapidly, and coordination
and integration of program and administrative data will be essential. Skill-level require-
ments are changing quickly in the secretarial workforce and this will continue to
accelerate with the advent of new technology. Office Manager positions will develop and
begin to be significantly involved in management duties, office automation and other
support duties.
We cannot predict nor prescribe how large groups of positions will actually
operate. That is why this guide includes a menu of duties from three recognized
occupations (Office Manager, Office Automation Assistant, and Environmental Protection
Assistant) that represent the largest potential growth areas in terms of support duties.
These menus are designed to be used by employees and supervisors as a jumping-off
place for discussion of the needs of your specific position and organization. These
menus are not all-encompassing, but should provide a rich resource for stimulating ideas
and the discussion necessary to make decisions on how to best restructure positions in
your organization.
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The duties within the menus do not translate to specific grade levels and
must be further described within a position description in order to determine the grade
level of an individual position.
Where there is organizational need and employee initiative and interest,
EPA's management has the opportunity to create new positions or restructure existing
positions that combine office manager duties with significant office automation and
support duties.
Managers, supervisors and employees are responsible for building and
describing the work that is unique to their positions. EPA's management has several
options available:
1. Create a new position or restructure an existing position which
combines office manager responsibilities with office automation or program support duties.
This position would not only be the principal administrative and clerical support position,
but rather a hybrid position composed of duties from a variety of occupations.
2. Add substantive responsibilities for PC software application (such as
desk-top publishing, spreadsheet, data base development) that are more complex than
traditional word-processing. The knowledge and creativity required by the more complex
PC software programs may be sufficient to enhance the grade of the position. This will
be feasible only for employees adept at PC operation who possess or who can gain
greater-than-normal skill in this area.
3. Establish Environmental Protection Assistant or other program
support positions by redistributing the lower graded work performed by Engineers,
Scientists and/or Environmental Protection Specialists and other specialist positions. It
is common for journey level program positions to perform some lower graded work. This
work could be consolidated into a program support position such as an Environmental
Protection Assistant performing significant environmental support duties.
4. Enhance the traditional secretary position by adding significant
management and leadership duties and responsibilities.
B. Job Design Elements
Supervisors should review periodically the duties assigned throughout their
organization to insure proper utilization of staff skills, good position management and
alignment of professional and support work. Part of this review may be to reassign
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existing work or to define new work needs for the unit. In the area of administrative
support positions, supervisors must be increasingly aware of the technology and work
methods that may change how positions are structured. Reviewing the work of the unit,
focusing specifically on duties assigned to each position and projecting changes in both
the workload and program emphasis will allow supervisors to better identify and define
present and future job duties and responsibilities. Changes should be documented
through position descriptions and performance standards amended accordingly.
It is essential for supervisors to consider, in addition to duties and
responsibilities, what authority to delegate to the administrative support position. Clear
decisions on the position's role in the organization must be decided upon and clearly
communicated to the entire staff. Where possible, these should be outlined in written
form.
Supervisors should review the nature and variety of tasks assigned to the
position. For example, how many different software packages must they use, how many
different administrative processes are involved in their work, what methods are used in
carrying out their work assignments. Issues such as the difficulty in identifying what work
needs to be done and what originality is needed in performing the work, are important
aspects of the job.
Supervisors should also review the position guidelines and, most
importantly, how these guidelines are changing both now and in the future. The absence
of clear guidelines will require employees to use considerable judgment in researching
related guides or guidelines.
The supervisor should consider how the assigned work impacts on the
programs and operations of the organization. The interrelationship of the position with
other functions in the organization and the nature of the relationship may have changed
or may need to change.
Supervisors need to assess the feasibility of redistributing duties and
responsibilities, taking into consideration the workload of employees and the mix of work
available. Fully utilized positions often cannot feasibly take on additional workload without
redistributing some work to other positions.
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C. Use of Office Manager Organization Title
The Office Manager title is used throughout this guide to more accurately
describe the future role of the secretary within EPA. The organization title can be used
in official correspondence, when making introductions, and for recruitment purposes. The
use of the Office Manager title in this guide does not preclude the use of other more
descriptive titles appropriate for the given position. The organization title does not replace
the official classification title of Secretary, which must still be used on official personnel
documents.
D. What Duties Impact the Title, Series and Grade?
Administrative support positions need to be flexible with the assigned duties
changing to meet the changing needs of the organization. The question comes up "When
jobs consist of duties from several occupations, what do your call it and how do you
determine the grade?", or "What is the official classification title?'
When the duties and responsibilities assigned to a position are covered by
one occupational series, the series and title determination is clear. For these positions,
the series and title represent the primary work of the position, the highest level of work
performed, and the paramount qualifications required.
When positions are a mix of duties and responsibilities and fall in more than
one occupational group, the most appropriate series and title for the position depends on
a number of factors. For many of these positions the grade controlling duties will
determine the series and title. Often, however, when more than one occupational group
is grade-controlling, the series and title are determined by identifying the primary reason
why the job exists, or the primary knowledge required by the position.
Some positions involve performing different kinds of work and levels of work
which, when evaluated in terms of duties, responsibilities, and qualifications required, are
at different grade levels and in different occupations. The final grade of such positions
is determined by evaluating regularly assigned work which is paramount in the position.
When the highest level of work is a small portion of the overall job, it may be grade-
controlling if it is assigned on a regular and recurring basis; it occupies at least 25 percent
of the employee's time; and it requires higher level knowledge and skills to perform the
work.
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Major duties are those which represent the primary reason for the existence
of the position and which govern the qualification requirements and typically determine
the classification of the position. Minor duties generally occupy a small portion of time
and are not the primary purpose for which the position was established, and do not
determine the qualification requirements.
Regular and recurring duties are the foundation of most positions and drive
the classification of the position. They may be performed in a continuous, uninterrupted
manner, or they may be performed at recurring intervals.
Work which is temporary or short-term, carried out only in the absence of
another employee, performed under closer-than-normal supervision, one-time only or
temporary duties or assigned solely for the purpose of training an employee for higher
level work is not considered paramount for making classification determinations. Such
duties cannot be ignored, however, when they become a regular part of the job.
Positions should be reviewed if the duties extend over a long period of time (e.g. three
or more months), and it is reasonable to assume that the duties will continue to recur.
E. Impact of the Person on the Job
The duties and responsibilities of a position change overtime. For the most
part these changes result from reorganizations, new or revised organizational responsibili-
ties or missions, and changes in technology. Sometimes, however, the unique
capabilities, experience, or knowledge a particular employee brings to the job can also
have an effect on the work performed and, therefore, on the classification of the position.
While it is the position which is classified, the relationship of the employee
to the position can be recognized when the performance of the incumbent broadens the
nature or scope and effect of the work being performed. For example, exceptional ability
of the employee may lead to the attraction of especially difficult work assignments,
unusual freedom from supervision, special authority to speak for the supervisor,
continuing contribution to organizational efficiency and effectiveness, recognition as an
"expert" sought out by peers, or similar considerations. Such changes affect the difficulty
of work or the responsibility or authority given the employee and can be recognized in the
classification of the position.
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II. How to Use this Guide
Read the Job Restructuring Guide, the Career Level Charts, and the Orientation,
Training and Development Guide to understand how the components of the Career
Management System interrelate.
Discuss the organization's support needs with the entire group and brainstorm
some optional duties using the Job Restructuring Menus found on pages 29 to 39. Fully
explore how the position will function in the office and what the role of the position will be.
Discuss the desired changes and obtain the necessary approvals within your organiza-
tions.
Explore and determine what type of skills and knowledges are needed in the new
position and how to transition and train the employee to assure competency and success.
If the position is vacant, determine what skills, knowledges and personal attributes are
needed by the position and develop a recruitment strategy to assure the attraction and
selection of a successful candidate.
Meet with Human Resources Specialist to discuss your needs, planned changes
and request assistance. Discuss with the Human Resources Specialist the potential title,
series and grade level of job; potential recruitment sources, or the possibility of an
accretion of duties promotion.
Submit an SF-52, Request for Personnel Action, new position description (PD) with
a signed PD cover sheet, and a narrative description (see below) of how the position has
changed, as well as the process used in identifying the changes through established
channels to the Human Resources Office.
Ensure the employee is fully briefed on all job responsibilities and that the entire
staff understands his/her role in the organization. Complete the Career Development
Plan to provide the training necessary to assure success in the position.
A. Narrative Description of Position Change
The narrative description of the position change is used by the Human
Resources Specialist to document the classification determination. A narrative description
should accompany all requests for ^classification including accretion of duties,
establishing new administrative support positions and ^classifying vacant positions.
Pag* 33
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
The narrative description should "tell the story" of the process used to
identify the organization's needs for support work, how the decision was made to change
the duties, the nature of the changes, and the new role of the position.
The narrative should provide a detailed description of the work performed
by the employee, the difficulty and responsibility involved, the knowledge required,-and
the degree of independence and use of judgment. The use of examples will illustrate the
nature of the regular and recurring tasks, projects and assignments. The narrative should
answer the following questions.
1) What was the process used to identify the changes to the position
to ensure the full support and utilization of the position? Who was involved and consulted
within the organization? Did staff contribute to the design of the support position?
2) What shifts or changes in the duties and responsibilities prompted this
request? What is the percentage of time spent on the position's primary restructured
duties? What is the primary reason that the position exists? Which duties represent the
highest level of skills and responsibility?
3) How have the duties of the previous position been absorbed into this
position?
4) What leadership and managerial skills does the position and/or
incumbent exercise in the conduct of day-to-day responsibilities? To what extent does
the employee influence or motivate individuals or groups to work toward mutual goals and
to have cooperative attitudes?
5) How does the employee's work facilitate the work of others and
impact the accomplishment of the organization's goals and objectives?
6) What level of guidance does the employee receive? Give examples.
How is the work reviewed?
7) What are the most difficult assignments to accomplish? Why? What
level of originality is required to complete the assignments?
8) What is the level of responsibility for organizing how the work gets
done, identifying the need to modify instructions, and participating in establishing how the
work can be better accomplished?
Pag* 34
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
9) To what extent does the employee exercise judgment in resolving
problems where guidelines may not be available or are not complete?
Pag* 35
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Pag«36
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
III. Job Restructuring Menus
These Menus provide supervisors and managers with the flexibility to build and
restructure positions to meet the needs of the organization and to create challenging new
duties for employees. The following menus suggest duties typical of three major
occupations (Office Manager, Office Automation, and Environmental Protection Assistant)
that supervisors can consider in building and restructuring positions.
Recent studies have shown the Office Manager as a fast growing and highly visible
career concept in the private sector. The Office Automation occupation has been
established by the Office of Personnel Management recently in recognition of the unique
skills and knowledges required to utilize complex software to produce a variety of
products. The Environmental Protection Assistant occupation performs a variety of
administrative and technical support duties required to implement our environmental
mission.
When you begin to design your position, the duties can run the gamut from 100%
Office Manager duties, 100% Environmental Protection Assistant duties, or 100% Office
Automation Assistant duties to any and all combinations of duties and responsibilities.
We encourage managers, employees and staff members to be flexible in designing
or restructuring positions to meet the needs of the organization as well as the interests
of the incumbent. These Menus can be the starting point for discussion by the entire
team on the support position's role as well as the duties and responsibilities of the
position in the organization.
The Menus are not all inclusive, but will serve as a starting point We encourage
. you to fully explore what work needs to be completed, the skills and knowledges needed
to be successful in accomplishing the work, and the personal attributes needed to
complement the nature of the organization.
Designing the position wHI be fairly easy. The real challenge will be to fully explore
the knowledges, skills and personal attributes the employee will need to be successful in
accomplishing the work of the newly designed position. Managers and supervisors will
need to build skills in identifying and developing the employee who will be capable of
operating at higher levels.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Ptg«38
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
* i * .
IV. Office Manager
A. Office Manager Definition
Office Manager positions assist managers and subordinate staff by
performing a broad variety of administrative support activities. Office Managers exist
primarily for the purpose of increasing the effectiveness of others and, therefore, the
organization. Office Manager duties are broad and encompassing, and require a general
knowledge of the substantive work of the immediate organization as well as office
management skills to participate in the administrative management of the office. Office
Managers are viewed as vital members of the office team. Office Managers are
customer-focused and use TQM tools such as flowcharting, brainstorming, surveys, and
team-building skills to identify problem areas. They develop solutions and establish new
procedures to simplify existing systems.
The Office Manager provides significant support to the supervisor in the
management of the organization. While the supervisor is responsible for overall manage-
ment, the office manager plays a unique role in assisting the supervisor in carrying out
work assignments which contribute to the achievement of the organization's goals and
objectives. Office Managers coordinate all administrative processes in the office. Office
Managers may have a significant leadership role with stay-in-school, AARP, other clerical,
secretarial or office manager employees.
Office Managers have expertise in the areas of administrative office
management and office automation. Office Managers are actively involved in EPA with
the increasingly sophisticated records management requirements of many of our
operating statutes.
B. Office Manager Menu
1. Office Management
Coordinates the work of other support employees (i.e., Secretaries,
Clerk-Typists, contract, Stay-in-School, etc). Shifts workload to
accommodate priorities and special projects.
Serves as mentor and role model to staff in participating and
improving team interactions and processes.
Pig* 39
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Identifies and simplifies work processes. Us , problem-solving
tools (TQM) to identify administrative support prcolem areas, uses
team approach to brainstorm solutions, and develops action plans
to implement and coordinate solutions.
Attends staff meetings and briefs staff on status of administrative
issues. Notes commitments made by staff members and follows
up to assure completion.
Takes notes at meetings, prepares minutes, coordinates review
and approval and issues in final.
Manages the full range of administrative responsibilities.
Coordinates and obtains support services such as procurement,
personnel, travel, training, etc.
In the absence of the supervisor, the incumbent ensures that
important matters are brought to the attention of the acting
supervisor or the appropriate staff member.
Coordinates the work of the office with work of other offices.
Coordinates and estabishes procedures with external organizations.
Provides training to other clerical staff primarily consisting of oral
instructions.
Trains staff members in administrative office procedures.
Develops written procedures primarily applicable to internal
organizations operations.
Establishes a file plan for the organization. Designs, develops,
organizes and manages the office filing system which includes an
extensive network of files.
Researches files and prepares responses for non-technical FOIA
requests.
P«0«40
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Notes and records action items and independently initiates follow-
up with assigned lead to ensure that program activities are accom-
plished in a timely manner.
Implements property management controls.
Assists supervisor in the preparation of training and travel budget
proposals. Reviews past expenditures and determines future
needs. Coordinates with staff members to identify additional
budget needs. Assembles data including justifications and presents
data in a format acceptable to the requesting office.
Tracks expenditures of funds and informs the supervisor of
potentially significant trends.
Gathers data and information, prepares regular and recurring
reports as well as one-of-a-kind reports.
Supervises office support staff with responsibility for developing
position descriptions, hiring personnel, and making other personnel
management decisions.
2. Offlc» Automation
Transmits, receives and acknowledges electronic mail.
Utilizes word processing software to produce written communica-
tions. Serves as recognized expert in the use of word processing
software, providing training and consultation to staff members.
Utilizes desk-top publishing software to produce newsletters or
publications.
Utilizes graphic software to prepare visual representations of office
activities or program measures.
Coordinates the production of reports and briefing packages.
Works with managers and staff to design and develop content and
layout of publications.
Pa0«4l
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Develops PC applications utilizing a variety of database and
spreadsheet software.
Serves as office expert in the use of a variety of software and their
interaction. Provides consultation services to staff members in
conceptualizing products using software. Provides one-on-one
training in the use of software packages.
Manages office automation including hardware, software, and
communications.
3. Tracking Program Obligations
Reviews incoming correspondence, noting action items, due dates
and responsible individual. Reminds staff members of upcoming
program deadlines.
Reminds supervisor and staff member of weekly as well as other
regular and recurring program reporting obligations.
Develops tracking systems using automation software for tracking
obligations to remind staff of short-term and long-term responsibili-
ties.
Tracks expenditures for various activities i.e. travel, training,
budget, awards, etc. Prepares information needed for budget
reports and projections.
4. Written Communication
Composes routine correspondence (i.e. thank-you notes, apprecia-
tion letters, transmrttaJ letters, meeting notices and clerical office
memorandums).
Composes non-routine correspondence (i.e. responses to FOIA's,
procedural instructions, etc.)
Pag* 42
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Composes complex correspondence (i.e. communicating Superv-
isor's views on matters of an administrative nature; requires
research and knowledge of the organization's program responsibili-
ties, or very complex clencal and administrative procedural
guidelines).
Prepares written justification for requisition of office supplies,
repairs, printing services.
Compiles and prepares recurring internal reports and documents
from information obtained from staff, files, etc.
Develops written background information and prepares outlines for
speeches.
Writes justification for full range of office support services (i.e.
printing, maintenance, supplies, etc)
5. Meeting/Conference Scheduling
Schedules off-site meeting facilities which involve a great deal of
coordination. Notifies participants in writing of meeting time, place,
and agenda.
Makes complete arrangements for conferences. Recommends and
makes decisions in establishing priorities.
Collects agenda items and assembles topics and background
information. Ensures briefing materials are reproduced and avail-
able.
Identifies resources material and collects information for use in
conferences.
Arranges for special supplies and equipment needed for the
conference or meeting.
Based on knowledge of the supervisor's responsibilities, regularly
schedules appointments.
Pag* 43
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
'. . -
Develops a daily appointment itinerary.
6. Personal Contacts
Answers telephone and refers callers to appropriate staff member.
Screens incoming calls. Determines the caller's business and
personally handles routine matters such as confirming appointment
dates, referring caller to other staff members, etc.
Personally handles calls which require substantive knowledge of
the work of the organization.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
*» > .'
V. Office Automation Assistant
A. Office Automation Assistant Definition
Office Automation Assistants perform office automation work which includes
word processing. Office Automation Assistant positions require: Knowledge of general
office automation software, practices, and procedures; and ability to apply these
knowledges and skills in the performance of office support work.
Office Automation Assistants use electronic systems to provide office
support. When used together, these components are capable of storing, retrieving,
manipulating, transferring, computing, and printing information. Typical types of software
used in office automation include word processing, electronic mail, calendar, project
management, database management, desk-top publishing, graphics and spreadsheets.
B. Office Automation Menu
Selects the most appropriate software for automation office work based
on the nature of the work and the characteristics of available software
types. Provides instructions to co-workers on the methods and proce-
dures for using the selected software for the type of project involved.
Modifies existing procedures which enable the importation of data from a
graphics package to word-processing documents during the preparation
of a variety of special reports for the unit.
Creates new macros to simplify formatting of reports and provide for more
effective response to varied requirements. Prepares and distributes a list
of the new macros and provides instructions on their use to others in the
unit.
Plans and develops a systemic method for naming, identifying, and
retrieving information to resolve problems locating and retrieving electroni-
cally stored information. Documents modified procedures and distributes
to others in the unit for their use.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Applies knowledge of desk-top publishing capabilities to enhance the
presentation of the data, e.g., electronically changing tables to graphs,
superimposing one graph over another, adding boxed explanatory text to
graphics, highlighting significant material with shadowing, importing
graphics into narrative text, varying style and pitch of type within the text,
and adjusting size and shape of pages to fit the publication involved.
Applies knowledge of the types of information maintained and the proce-
dures for accessing databases throughout the office.
Uses desk-top publishing software to prepare varied news releases,
brochures, reports, and publications highlighting the activities of the office.
Applies knowledge of how the systems work to determine the data
categories to be established, to identify the sorting and calculating
functional procedures needed to enter and to retrieve the data in the form
needed for each report.
Applies knowledge of the functional capabilities of different software types
to select the best software type for each report, e.g., a database versus
a spreadsheet software.
'Develops methods for automating administrative reports, considering the
interrelationships of reports and multiple uses of the data, e.g., portions
of the data used for monthly reports on funds and obligations, training,
travel and staffing can be used for quarterly spreadsheet.
Edits and reformats electronic drafts of lengthy reports prepared by staff
members.
Pag* 46
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
» .'
VI. Environmental Protection Assistant
A. Environmental Protection Assistant Definition
Environmental Protection Assistants perform technical and administrative
work in support of environmental programs such as investigations of non-compliance,
conciliation of cases, review of compliance with environmental regulations, administration
of internal environmental protection processes, voluntary compliance programs, regulatory
and programmatic research and similar functions. This work requires a working
knowledge of the environmental program.
B. Environmental Protection Assistant Menu
Interviews persons to obtain factual information such as employees of
firms, State and local program personnel, etc.
Reviews files and records and summarizes relevant factual information.
Maintains technical programmatic files.
Tracks intramural and extramural accounts and makes projections of fiscal
year expenditure needs. Provides recommendations for meeting current
year needs and future year budget proposals.
Coordinates with program officers to ensure quarterly accomplishment
projections. Prepares detailed reports, charts, and other graphical
representations.
Collects, tracks, computes and summarizes data in chart and narrative
form.
Evaluates data using established mathematical and statistical methods.
Tracks trend analysis, prepares statistical summaries and interpretive
reports.
Participates in meetings with State representatives and other EPA staff
to discuss and develop standard state reporting requirements.
Pag* 47
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
* .
Assists in field studies. Makes field measurements, collecting and
preserving samples, and transporting samples to the laboratory for
analysis.
Assists in researching compliance histories, cost recovery information,
etc., for preparation of investigative reports, case preparations and cost
recovery packages.
Advises regulated public of government officials of the appropriate office
or agency that handles the type of action or procedural requirements for
filing permits, grants, etc., or the format to be used in filing, etc.
Develops, maintains and manages program or project-specific files
requiring a working knowledge of the statutes and regulations of the
program.
Develops procurement, work assignment, and technical direction docu-
ments in accordance with contracts manuals, applicable guidance, and
directives. Reviews contractor invoices and progress reports for
completeness.
Reviews permit applications for technical and administrative completeness
and obtains additional information if necessary to develop the permit
conditions.
Prepares fact sheets and public notices. Assembles comments and
evaluates and responds to comments. Schedules public meetings,
develops mailing lists for fact sheets, prepares public notices for newspa-
pers and radio broadcasts, purchase orders for media announcements
and meeting room rental. Coordinates the setting up of administrative
records for public review. Responds to public inquiries.
Participates in audits of states files to determine adherence to Federal
regulations and completeness of records
Researches various files and other documentary evidence and obtains
and summarizes relevant factual information.
Responds to citizens and congressional inquiries regarding program
matters.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Provides information on routine approaches to problems encountered in
the program.
Makes arrangements for meetings, conferences and training sessions by
obtaining space, notifying participants, gathering and assembling
conference or training materials, etc.
Attends meetings and conferences and reports on the issues discussed,
points covered, and decisions made, etc.
Makes presentations or briefings to convey factual material on specific
issues during training courses, meetings, or conferences.
Develops new information management reports in established data bases;
does data entry, maintains tracking logs, prepares status reports,
responds to public inquiries, and prepares mathematical and graphical
summaries of data for analysis by others.
Reviews State inspection reports for technical accuracy as well as
violations cited, and tracks State enforcement responses to ensure timely
and appropriate enforcement actions are taken. Follows up with State to
ensure adequacy of State actions.
Provides assistance in conducting case development and enforcement
documentation. Researches files and prepares administrative settlement
documents.
Assists in administrative management of contracts, cooperative agree-
ments and interagency agreements.
Reviews permit applications for completeness and obtains necessary
information to develop the permit conditions.
Researches and compiles FOIA requests and prepares response,
including billing documentation.
P«g*49
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Pag* 50
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHAPTER 5
GRADE LEVEL CHARTS
Page 51
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
I. Introduction
Included within this section are career level charts1 covering the Office Manager,
Office Automation and Program Assistant occupations. An explanation on how the charts
are organized is found before each occupational group.
These grade level charts are to be used in conjunction with the job restructuring
menus to prepare position descriptions which support the grade level at which the position
will operate.
The purpose of these charts is to take the mystery out of position classification by
highlighting for users the position evaluation factors which make the greatest difference
in establishing the grade level of a position.
'These charts are based upon the following published U.S. Office of Personnel
Management position classification standards: GS-318 Secretary, TS-34 dated January
1979; Office Automation Grade Evaluation Guide, TS-100 dated November 1990; Grade
Level Guide for Clerical and Assistance Work, TS-91 dated June 1989; and the Primary
Standard, TS-107 dated August 1991. These charts are summaries of the standards and
do not include comprehensive discussions. Therefore you should discuss the application
of these charts with your Human Resource Specialist. Should any conflict arise between
these charts and the OPM standards, the latter govern in accordance with the provisions
of Title 5 of the U.S. Code.
Pag* 53
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
,
II. Office Manager Grade Charts
A. Office Manager Charts (Charts A-1 through A-4)
There are four Office Manager grade level charts. These charts are
followed by factor level descriptions for each of the nine classification factors which must
be individually evaluated to determine the grade level of a specific position.
No position should be placed in a particular grade level simply because, "all
branch office managers are that grade." Even positions at the same organizational level
may have different duties and responsibilities.
While it is appropriate to evaluate the organizational level of the supervisor,
careful consideration to the scope and complexity of duties and responsibilities of the
Office Manager must also be made. For this reason, the Office Manager grade level
charts have been organized in the following manner:
There is a separate chart for each organizational level of supervision (i.e.,
first-line, second-line, third-line and executive level manager).
Each chart shows the current grade level pattern typically found at a given
organizational level (i.e., first-line supervisor, etc.)
Each chart provides two or more options of potential job growth areas.
The areas where the job must grow to support a higher grade level have
been shaded.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART A-1
OFFICE MANAGER
WORKING WITH A
FIRST-LINE SUPERVISOR
FACTOR
Knowledge Type
Work Situation
1. Knowledge Required by the Position
2. Supervisory Controls
3. Guidelines
4. Complexity
5. Scope and Effect
6. Personal Contacts
7. Purpose of Contacts
8. Physical Demands
9. Work Environment
CURRENT
OS-OS
III
A
1-3
2-3
3-2
4-2
5-2
6-2
7-2
8-1
9-1
GRADE LEVEL PATTERNS
OPTIONS FOR POTENTIAL JOB GROWTH
GS-06
III
B
1-4
2-3
3-2
4-2
5-2
6-3
7-2
8-1
9-1
GS-06
III
A
1-3
2-3
3-3
4-3
5-2
6-2
7-2
8-1
9-1
The shaded sreae dB) repreeent the areas where the Job must grow to support a higher grade level.
For descriptions of the factors, refer to the Office Manager Factor Level Descriptions (Charts A-S»1
through A-S-fl).
Page 56
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART A-2
OFFICE MANAGER
WORKING WITH A
SECOND-LINE SUPERVISOR
FACTOR
Knowledge Type
Work Situation
1. Knowledge Required by tht Position
2. Supervisory Controls
3. Guidelines
4. Complexity
5. Scope and Effect
6. Personal Contacts
7. Purpose of Contacts
8. Physical Demands
9. Work Environment
CURRENT
GS-06
III
B
1-4
2-3
3-2
4-2
5-2
6-2
7-2
8-1
9-1
BBBBBlBHB^Bl
GRADE LEVEL PATTERNS
OPTIONS FOR POTENTIAL JOB GROWTH
GS-07
III
B
1-4
2-3
3-3
4-3
5-2
6-2
7-2
8-1
9-1
GS-08
IV
B
1-5
2-3
3-3
4-3
5-2
6-2
7-2
8-1
9-1
Tht shaded area* <$jj$ repreeant th» areaa where the Job muat grew to support higher grade level
For descriptions of the factors, refer to the Office Manager Factor Level Descriptions (Charts A-5-1
through A-5-9).
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART A-3
OFFICE MANAGER
WORKING WITH A
THIRD-LINE MANAGER
FACTOR
Knowledge Type
Work Situation
1. Knowledge Required by the Position
2. Supervisory Controls
3. Guidelines
4. Complexity
5. Scope and Effect
6. Personal Contacts
7. Purpose of Contacts
8. Physical Demands
9. Work Environment
For descriptions of the factors, refer to til
through A-5-9).
CURRENT
GS-07
III
B
1-4
2-3
3-3
4-3
5-2
6-2
7-2
8-1
9-1
GRADE LEVEL PATTERNS
OPTIONS FOR POTENTIAL JOB GROWTH
GS-08
III
B
1-4
2-4
3-3
4-3
5-2
* 6-3
7-2
8-1
9-1
> must grow to
GS-09
III
C
1-5
2-4
3-3
4-3
5-3
6-3
7-2
8-1
9-1
upport a highe
acriptiona (O
GS-09
IV
B
1-5
2-4
3-3
4-3
5-3
6-3
7-2
8-1
9-1
r grade level
iartsA-5-1
Page SB
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART A-4
OFFICE MANAGER
WORKING WITH AN
EXECUTIVE
FACTOR
Knowledge Type
Work Situation
1. Knowledge Required by the Position
2. Supervisory Controls
3. Guidelines
4. Complexity
5. Scope and Effect
6. Personal Contacts
7. Purpose of Contacts
8. Physical Demands
9. Work Environment
MMejft«
CURRENT
GS-07
III
B
1-4
2-3
3-3
4-3
5-2
6-2
7-2
8-1
9-1
BHBVBBBMBB
1 nw vraovQ airWel HSsHJ lOQNOMIIi 11 W m/iWmm wiiviu titw jvi
Fof doocnptiofM or int fectort, rofof to tho Offluo MatfMQ<
through A-S-8).
GRADE LEVEL PATTERNS
OPTIONS FOR POTENTIAL JOB GROWTH
GS-08
III
C
1-5
2-4
3-3
4-3
5-2
6-3
7-2
8-1
9-1
GS-09
IV
C
1-6
2-4
3-3
4-3
5-2
6-3
7-2
8-1
9-1
GS- 10
IV
C
1-6
2-4
3-3
4-3
5-3
6-3
7-2
8-1
9-1
GS-11
V
C
1-7
2-4
3-3
4-3
5-3
6-3
7-2
8-1.
9-1
> must grow to support a higher grade leveL
ir Factor Lavol Descriptions (Charts A-5-1
Page 59
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
B. Office Manager Factor Level Descriptions (Charts A-5-1 through A-5-9)
CHART A-5-1
Office Manager
Factor Level Description
for
FactoM
Knowledge Required by the Position
For Office Manager positions, the level within Factor 1 is determined by the analysis of two elements
(1) Knowledge Type and (2) Work Situation.
FACTOR LEVEL .
1-3
Knowledge Type III.
Work Situation A.
FACTOR LEVEL
1-4
Knowledge Type III.
Work Situation B.
FACTOR LEVEL
1-5
Knowledge Type III.
Work Situation C.
FACTOR LEVEL
1-6
Knowledge Type
IV.
Work Situation C.
FACTOR LEVEL
1-7
Knowledge Type V.
Work Situation C.
Factor 1
Knowledge Type
Knowledge Type measures the nature and extent of knowledge and skills required and used in doing acceptable
work in the position.
Knowledge Type III:
Knowledge of duties, priorities, commitments, policies and program goals of the staff to carry out clerical and
administrative support functions. Ability to recognize need and skill in coordinating the work of the office with
the work of other offices. (May include: Ability to advise other administrative support staff on new procedures or
regulations and on the application of office practices.)
Knowledge Type IV:
Knowledge of administrative concepts, principles and practices sufficient to perform independently such duties
as eliminating confBct and duplication in extensive office procedures; determining when new procedures are
needed; systematically studying and evaluating new office machines and recommending acceptance or rejection
of their use; studying the clerical activities of the office and subordinate offices and recommending a specific
restructuring of the way activities are carried out ANO-
Comprehensive knowledge of the supervisor's policies and views on al significant matters affecting the
organization that would enable the employee to develop material for supervisor's use in public speaking
engagements; or briefings and advising staff members or persons outside the organization on the supervisor's
views on current issues facing the organization.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Knowledge Type V:
Knowledge and skill in applying analytical and evaluation methods and techniques to issues or studies
concerning the efficiency and effectiveness of substantive administrative support functions. This level includes
knowledge of pertinent laws, regulations, policies or precedents which affect the use of program and related
support resources (people, money or equipment) within the organization studied. Knowledge of the major
issues, program goals and objectives, work processes and administrative operations of the organization is used
to plan, schedule and conduct projects and studies to evaluate and recommend ways to improve the effective-
ness and efficiency of work operations in a program or support setting. Knowledge and skill in adapting
analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness
and/or organizational productivity. Knowledge is applied in developing new or modified work methods,
organizational structures, records and files, management processes, staffing patterns, procedures for administer-
ing program services, guidelines and procedures and automating work processes for the conduct of administra-
tive support functions or program operations.
Factor 1
Work Situation
Work Situation refers to the complexity of the immediate office in which the Office Manager works and any
subordinate offices which affects the extent of office rules, procedures, operations, and priorities the Office
Manager must apply to maintain a proper and smooth flow of work within the organization and between
organizations.
Work Situation A:
Internal procedural and administrative controls are simple and informal. There are few complicated problems of
coordination requiring formal procedures and controls for adequate solution.
Work Situation B:
There is a system of formal internal procedures and administrative controls, and a formal progress reporting
system. Coordination among internal staff or external organizations is sufficiently complex to require continuous
attention.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Work Situation C:
The organization is typically divided into three or more subordinate levels. The supervisor is ultimately
responsible for program and administrative management decisions. Managerial autonomy includes responsibility
for decisions which affect the overall management of a program and its support and includes long range
planning, commitment or resources, program evaluation, decisions which impact on relationships with other
groups, etc. It does not apply to the day-to-day program or scientific decisions.
And: Skill and knowledge required by the employee is increased by one of the following (or equivalent)
conditions: 1) The program is interlocked on a direct and continuing basis with the programs of other
departments, agencies or organizations, requiring constant attention to extensive formal clearances and
procedural controls. 2) The program is directly affected by conditions outside the organization which vary widely
in nature and intensity and which frequently require organizational, procedural, or program adjustments in the
supervisor's organization. 3) There is active and extensive public interest or participation in the program which
results in the supervisor spending a substantial portion of time in personal contacts with citizen groups,
progressional societies, the media, educational groups, officials of State and local governments, or community
leaders.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART A-5-2
Offica Manager
Factor Level Oaaoription
for
Factor 2
Supervisory Controls
Factor 2 covers tha nature and extent of direct or indirect controls exercised by the supervisor, the Office
Manager's responsibility, and the review of completed work.
Factor Level 2-3:
The supervisor defines the overall objectives and priorities of the work in the office and assists the incumbent
with some special assignments. The incumbent plans and carries out the work of the office and handles
problems and deviations in accordance with established instructions, priorities, policies, commitments and
program goals of the supervisor, and accepted practices in the occupation.
The methods used by the incumbent are almost never reviewed in detail. Completed work is evaluated for
adequacy, appropriateness, and conformance to established policy. By its very nature, much of the work cannot
be reviewed in detail
Factor Level 2-4:
The supervisor sets the overall objectives of the work. The incumbent and the supervisor, in consultation,
develop the deadlines and tha work to be done.
At this level, the incumbent handles a wide variety of situations and conflicts requiring use of initiative to
determine the approach to be taken or methods to use. The organization is of such size and scope that many
complex office problems arise which cannot be brought to the attention of tha supervisor.
Completed work is reviewed only for ovarall effectiveness.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART A-5-3
Office Manager
Factor Level Description
For
Factors
Guidelines
Factor Level 3 covers the nature of guidelines and the judgment needed to apply the guidelines or develop new
guides.
Factor Level 3-2:
Guidelines typically include dictionaries; style manuals; agency instructions concerning such matters as
correspondence, or the handling of classified information; and operating policies of the supervisor or organiza-
tion served.
The incumbent locates and selects the appropriate guidelines, references, and procedures for application to
specific cases, referring situations to which the existing guidelines cannot be applied or significant proposed
deviations to the supervisor. The incumbent may also determine which established alternative to use.
Factor Level 3-3:
Guidelines include a large body of unwritten policies, precedents, and practices which are not completely
applicable to the work or are not specific and which deal with matters relating to judgment, efficiency, and
relative priorities rather than with procedural concerns.
For example, they may include decisions made by the supervisor in cases that are similar, but not completely
analogous. The incumbent applies and adapts guidelines, such as regulations or the
supervisor's policies, to specific problems for which the guidelines are not clearly applicable.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART A-5-4
Office Manager
Factor Level Description
for
Factor 4
Complexity
Factor Level 4 covers the nature, number, variety and intricacy of tasks, steps, processes, or methods in the
work performed; the difficulty in identifying what needs to be done; and the difficulty and originality involved in
performing the work.
Factor Level 4-2:
The work consists of duties that involve various related steps, processes, or methods. The incumbent performs
a full range of procedural duties in support of the office, including such duties as requisitioning supplies, printing,
or maintenance service; filling out various travel forms for staff members; arranging for meeting rooms; and
preparing scheduled reports from information readily available in the files.
Decisions regarding what needs to be done involve various choices requiring the incumbent to recognize the
existence of an differences among dearly recognizable situations.
Actions to be taken or responses to be made differ in such things as the sources of information, the kind of
transactions and other readily verifiable differences. Decisions at this level are based on a knowledge of the
procedural requirements of the work coupled with an awareness of the specific functions and staff assignments
of the off ice.
Factor Level 4-3:
The work includes various duties involving different and unrelated processes and method*. The incumbent
performs a number of duties comparable to the fofccwing:
(1) Prepares, one-of-a-kind reports from information in various documents when this require* reading correspon-
dence and reports to identify relevant items, and when decisions are baaed on a familiarity with the issues
involved and the relationship* between the various type* of information.
AND
(2) Set* up conference* requiring the planning and arranging of travel and hotel accommodation* for conference
participant* when this is baaed on a knowledge of the schedule* and commitments of the participant*.
Decisions regarding what need* to be done, and how to acoompli*h them, are baaed on the incumbent's
knowledge of the dutie*, prioritie*. commitment*, policie*, and program goal* of the supervisor and staff and
involve analysis of the subject, phaae, or.i**ue* involved in each assignment The chosen courses of action are
elected from many alternative*.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART A-5-5
Office Manager
Factor Level Description
for
Factors
Scope and Effect
Factor Level 5 covers the relationship between the nature of the work (i.e., the purpose, breadth, and depth of
the assignment); and the impact of work products or services both within and outside the organization.
Factor Level 5-2:
At this level, the purpose of the work is to carry out specific procedures. The work affects the accuracy and
reliability of further processes.
Duties frequently appearing at this level include:
(1) Serving as liaison between the supervisor and subordinate units;
(2) Consolidating reports submitted by subordinate units; and
(3) Arranging meetings involving staff from outside the immediate office.
Factor Level S-3:
Positions at this level serve offices that dearty and directty affect a wide range of agency activities, operations in
other agencies, or a large segment of the public or business community. The incumbent at this level modifies
and devises metrtbds and procedures that significantly and consistently affect the accomplishment of the
mission of the office. The incumbent identifies and resolves various problems and situations that affect the
orderly and efficient flow of work in transactions with parties outside the organization.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART A-5-6
Office Manager
Factor Laval Description
for
Factor 6
Paraonal Contacts
Factor level 6 covers the face-to-face and telephone contacts and measure what is required to make the initial
contact, the difficulty of communicating with those contacted and the degree to which the employee and those
contacted recognize their relative roles and authorities.
Factor Laval 6-2:
The personal contacts are with employees in the same agency, but outside the immediate organization. People
contacted generally are engaged in different functions, missions, and kinds of work, e.g., representatives from
various levels within the agency such as headquarters, regional, district, or field offices, or other operating
offices in the immediate installation; AND/OR: The contacts are with members of the general public, as
individuals or groups, in a moderately structured setting (e.g., the contacts are generally established on a routine
basis, usually at the employee's work place; the exact purpose of the contact is frequently unclear at first to one
or more of the parties; and one or more of the parties may be uninformed concerning the role and authority of
the other participants). Contacts at this level are typically found in offices where visitors and caters contact the
office, or are contacted by the office for several different purposes, to find several different kinds of information,
or to receive one of several different services. The contacts require the incumbent to clarify first why the caller
or visitor is in contact with the office.
Factor Level 6-3:
The personal contacts are with individuals or groups from outside the employing agency in a moderately
unstructured setting, for example, the contacts are not established on a routine basis, requiring the Office
Manager to identify and locate the appropriate person to contact or to apply significant skill and knowledge in
determining to whom a telephone caJ or visitor should be directed; the purpose and extent of each contact is
different, and the role and authority of each party is identified and developed during the course of the contact
Typical contacts at this level might include people in their capacities as attorneys, contractors, or representatives
of professional organizations, the news media, or public action groups when the office deals with them on a
variety of issues.
Factor Level 6-4:
The personal contacts are with high-ranking officials from outside the employing agency at national or
international levels in highly unstructured settings (e.g., contacts are characterized by problems such as: the
officiate may be relatively inacceesfcJe; arrangements may have to be made for accompanying staff members;
appointments may have to be made well in advance; each party may be very unclear as to the role and
authority of the other; and each contact may be conducted under different ground rules).
Typical contacts at this level might include Members of Congress, leading representatives of foreign govern-
ments, presidents of large, national or international firms, nationally recognized representatives of the news
media, presidents of national unions, State Governors, or mayors of large cities.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART A-5-7
Office Manager
Factor Level Description
for
Factor?
Purpose of Contacts
Factor Level 7 covers the purpose of the contacts identified in Factor 6.
Factor Level 7-1:
The purpose is to obtain, clarify, or give facts or information directly related to the work, for example, exchang-
ing information when providing telephone and receptionist service and informing staff members of their leave
balances.
Factor Level 7-2:
The purpose of the incumbent's work is to plan, coordinate, or advise on work efforts or to resolve operating
problems. Typical duties normally evaluated at this level include; insuring that reports and responses to
correspondence are submitted by the staff on time and in the proper format making travel arrangements, and
scheduling conferences.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART A-5-6
Office Manager
Factor Level Description
for
Factor 8
Physical Demands
Factor Level 8 covers the physical demands placed on the employee by the work assignment.
Factor Level 8-1:
The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be
some walking; standing; bending; carrying of light items such as papers, books, supplies, driving an automobile,
etc. No special physical demands are required to perform the work.
CHART A-5-9
Office Manager
Factor Level Description
for
Factor 0
Work Environment
Factor Level 9 considers the normal risks and discomforts in the work environment and the typical safety
procedures required.
Factor Level 0-1:
The work environment involves everyday risks or discomforts which require normal safety precautions typical of
such places as offices, meeting and training rooms, ifcraries, and residences or commercial vehicles, e.g., use
of safe work practices with office equipment, avoidance of tripe and falls, observance of fire regulations and
traffic signals, etc. The work area is adequately lighted, heated, and ventilated
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
' * ^. -' '
III. Office Automation Grade Charts
A. Office Automation Chart (Chart B-1)
The Office Automation grade level chart illustrates how the Factor Evaluation
System (FES) factor levels combine in typical office automation positions at grades GS-05
through GS-07.
The chart is provided to aid users in understanding the most common factor
relationships at each grade level. However, other combinations of factors may be
appropriate for particular positions.
The chart is followed by factor level descriptions for each FES factor and
allows the user to gain a better understanding of the knowledges, skills, and job
complexities that need to be developed in order to support a higher grade level.
Pag«71
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART B-1
Office Automation
Grade Level Patterns
FACTOR
1 . Knowledge Required by the Position
2. Supervisory Controls
3. Guidelines
4. Complexity
5. Scope and Effect
6. Personal Contacts
7. Purpose of Contacts
8. Physical Demands
9. Work Environment
OPTIONS FOR POTENTIAL JOB GROWTH
GS-05
1-3
2-3
3-2
4-2
5-1
6-2
7-1
8-1
9-1
GS-06
1-4
2-3
3-2
4-2
5-2
6-2
7-1
8-1
9-1
GS-07
1-4
2-3
3-3
4-3
5-2
6-2
7-2
8-1
9-1
TIM shaded area* AS) represent areas where the Job mutt grew to support higher grade levele. For
descriptions of the factors, refer to the Office Automation Factor Level Descriptions (Charts B-M
through B-2-9).
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
B. Office Automation Factor Level Descriptions
(Charts B-2-1 through B-2-9)
CHART B-2-1
Office Automation Assistant
Factor Level Description
for
Factor 1
Knowledge Required by the Position
Factor 1 covers the nature and kind of knowledge and skills needed, and how these knowledges and skills are
used in doing the work of the postiion.
QS-05: Factor Level 1-3
Knowledge of software needed to produce a wide range of documents requiring use of advanced software
functions to enhance productivity or meet needs of complex formats. Examples of advanced software functions
include: automatic generation of indices and tables of contents; importation of graphic or special symbols;
creation of glossaries; and precise alignment of multiple columns.
OR:
Knowledge of office automation systems to use several types of software for various office needs. The
employee must know the processing procedures and function keys for performing a substantial range of
functions within each software type.
OR:
Other equivalent knowledge of automated systems.
GS-06: Factor LeveM-4
Knowledge of capabilities, operating characteristics and advanced functions of a variety of types of office
automation software, e.g. database, spreadsheet, and word-processing; and knowledge of the similarities.
differences, and integration of different software types.
Knowledge to select the most appropriate software type for a specific office need, to integrate different software
types into a single document. e.g.. to retrieve data, convert it into graphic form, and incorporate it into the text of
a report; to devise new methods of automated office support, such as a spreadsheet to keep track of office
operating expenses or time and leave records; to resolve problems with current automated office support
methods; or to complete other non-etandaid assignments using varied office automation technologies.
GS-07: Factor Level 1-4
Same as for GS-06.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART B-2-2
Office Automation Assistant
Factor Level Description
for
Factor 2
Supervisory Controls
Factor 2 covers how the work is assigned, the employee's responsibility for carrying out the work, and how the
work is reviewed.
QS-05: Factor Level 2-3
Assignments are given with information on general administrative changes, deadlines, and priorities. For work
that has not previously been automated, the supervisor defines overall objectives.
The employee works independently to plan and carry out steps for completing assignments in accordance with
established office instructions and practices for office automation. When current practices or deviations in an
assignment cause problems, the incumbent uses own initiative to resolve them and coordinates efforts with
other employees involved in or affected by the non-standard procedures.
Completed work is evaluated for technical soundness, usefulness and conformance with office operating
requirements and needs. The methods used to produce work normally are not reviewed.
GS-06: Factor Level 2-3
Sane as for QS-05.
GS-07: Factor Level 2-3
Same as for GS-05.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART B-2-3
Office Automation Assistant
Factor Laval Description
for
Factors
Guidelines
Factor 3 covers the nature of guidelines for performing the work, and the judgment needed to apply the
guidelines or develop new guides.
GS-05: Factor Level 3-2
Guidelines include both detailed step-by-step instructions for specific office automation tasks and more general
procedural guidelines in the form of manufacturer's manuals and tutorials for users, agency correspondence
procedures, style manuals, technical dictionaries, sample work products, etc.
Employees must select and apply detailed instructions for each office automation task or function, when
available. For tasks not covered by specific guidelines, they must search more general guidelines to determine
the specific steps to apply. Judgment is required because of the number and similarity of guidelines or the
availability of alternative procedures for accomplishing a function such as choosing which editing procedure to
use, depending on the nature and extent of the changes required. Situations in which existing guidelines cannot
be applied are referred to the supervisor or to an automation specialist
GS-06: Factor Laval 3-2
Same as for GS-05.
GS-07: Factor Level 3-3
In addition to specific instructions and the more general procedural guidelines, the guides normally include
user's manuals and tutorials for several software packages of different types.
Much of the work requires adaptation of available guides, such as user's manuals, to meet requirements for new
tasks or to solve processing problems either encountered in the employee's own work or referred by others.
Judgment is required to search manuals for methods that can be applied and to adapt those methods to specific
requirements. Employees also exercise initiative and judgment in deviating from existing instructions or
practices to resolve operating problems or to develop more efficient processing procedures. Frequently the
methods developed become guideines for other employees in the unit Problems that cannot be resolved by
adapting existing guidelines are referred to automation specialists.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART B-2-4
Office Automation Assistant
Factor Level Description
for
Factor 4
Complexity
Factor 4 covers the nature of the assignment, the difficulty in identifying what needs to be done, and the
difficulty and originality involved in performing the work.
GS-05: Factor Level 4-2
Processing steps and procedures required to complete assignments are varied and numerous. These differ in
terms of the type of software used, the type of document or specific report to be produced or edited, the specific
formatting required for a document, the existence of pre-recorded formats, and other differences of a factual
nature. The employee recognizes and makes choices from established alternatives.
OS-06: Factor Level 4-2
Same as for GS-05.
GS-07: Factor Level 4-3
The work involves using several types of software packages for different office needs. The employee considers
the nature and adaptability of different software types or software packages of the same type; the simiiarrt^s
differences, and integration compatibilities among software types and software packages; the general op* *.,; ~s
of the unit such as the source and timing of data for reports; and the current and long-term use of the sut *c
document or report and how its use may changes. The employee regularly develops methods and procec s.-»s
for office automation tasks, and identifies and solve* problems in existing methods or procedures.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART B-2-5
Office Automation Aeeietant
Factor Level Description
for
Factors
Scope and Effect
Factor 5 covers the purpose of the work, and the impact of the work product or service.
GS-05: Factor Level 5-1
The purpose of the work is to perform specific, recurring tasks required to maintain electronic records, e.g.,
calendars, directories, spreadsheets, and databases, and/or to produce various items, e.g., correspondence.
memos, publications, manuscripts, reports, or forms, in draft or final form according to most recent data.
Production usually includes steps such as: selecting and adhering to the proper format; determining the spacing
and arrangement of material; making entries to and retrieving data from electronic records; checking references,
distribution requirements, grammar, punctuation, spelling.
The services performed facilitate the work of the originators of the documents or the users of the data
maintained.
GS-06: Factor Level 5-2
The purpose of the work is to collect, select, organize, and provide information in oral or written form. This may
involve telephone conversations, electronic mail, reports, on-line databases, etc. The work is performed in
accordance with established rules, regulations, procedures, and office automation practices.
The work affects the way in which other employees document, store, receive, or transmit informaton, and
increases the availability and usefulness of the information involved.
GS-07: Factor Level 5-2
Same as for GS-06.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART B-24
Offic* Automation Assistant
Factor Level Description
for
Factors
Personal Contacts
Factor 6 covers the face-to-face and telephone contacts and measures what is required to make the initial
contact, the difficulty of communicating with those contacted and the degree to which the employee and those
contacted recognize their relative roles and authorities.
GS-05: Factor Level 6-2
Employees at various levels throughout the agency who are involved in or affected by integrating or changing
automated office procedures.
GS-06: Factor Level 6-2
Same as for GS-OS.
GS-07: Factor Level 6-2
Same as for GS-06.
Pag* 78
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART B-2-7
Office Automation Assistant
Factor Level Description
for
Factor?
Purpose of Contact*
Factor 7 covers the purpose of the contacts identified in Factor 6.
GS-05: Factor Level 7-1
To exchange information about the assignment or methods to be used to complete the assignment For
example, to darify terminology, determine priorities of projects, discuss additions, or revisions, or discuss
equipment capabilities.
GS-06: Factor Level 7-1
Same as for GS-05.
QS-07: Factor Level 7-2
To plan, coordinate, and integrate work processes or work methods for office automation between and among
related work units.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART B-2-8
Offiea Automation Aaaiatant
Factor Laval Description
for
Factors
Physical Demanda
Factor 8 covars tha physical demands placed on tha employee by tha work assignment.
GS-05: Factor Level ft-1
The work is sedentary and requires no special physical demands.
GS-06: Factor Level 8-1
Same as for GS-05.
GS-07: Factor Laval 8-1
Same aa for GS-05.
CHART B-2-9
Offlot Automation Aaaiatant
Factor Laval Description
tar
Factors
Work Environment
Factor 9 considers the normal rate and discomforts in tha work anviommant and tha typical safety procedure
required.
GS-05: Factor Laval 9-1
Tha work involves minimal risks and observance of safety precautions typid of office settings.
OS-06: Factor Level 9-1
Same as for GS-OS.
GS-07: Factor Level 9-1
Same as for GS-05.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
IV. Grade Level Charts for Administrative and Program Assistant Positions
(Chart C-1)
For each grade level, there is a chart summarizing the key grade level concepts
in terms of two evaluation factors: (1) Nature of Assignment, and (2) Level of
Responsibility.
Nature of Assignment: includes the elements of knowledge required and
complexity of the work.
Level of Responsibility: includes the elements of supervisory controls, guidelines
and contacts.
The charts are to be used for administrative or program support positions that are
not covered by more specific grade level criteria. Depending on the mix of work involved
in a particular position, this guide may be applied alone or in conjunction with other
appropriate standards to determine the grade level.
These charts are summaries, the final grade level of a given position should be
reviewed against the total grade level criteria developed by the U.S. Office of Personnel
Management.
Pag* 81
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART C-1
Grade Level Chart for
Administrative and Program Assistant Positions
Grade
Nature of Assignment
Level of Responsibility
GS-05
Performs a full range of standard and
non-standard clerical assignments and
resolves non-recurring problems. Work
includes a variety of assignments involving
different and unrelated procedural steps,
processes, or methods. The employee
must identify and understand the issues
involved in each assignment and deter-
mine what steps and procedures are
necessary and the order of their
performance. Completion of each tran-
saction typically involves selecting a
course of action from a number of
possibilities.
The work requires extensive knowledge of
an organization's rules, procedures, oper-
ations, or business practices to perform
the more complex, interrelated, or one-of-
a-kind clerical processing procedures.
The employee follows accepted practices
in resolving non-recurring problems and
meeting deadlines. Completed products
are evaluated for effectiveness in meeting
goals. Extensive guidelines in the form of
instructions, manuals and regulations are
applied.
Pag* 82
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART C-1
Grade Level Chart for
Administrative and Program Assistant Positions
Grade
Nature of Assignment
Level of Responsibility
GS-06
Program support work requires consider-
able evaluative judgment within well-
defined, commonly occurring aspects of
an administrative a program or function.
The work may involve providing
assistance by performing a segment of the
analyst's work, or it may involve respon-
sibility for a stream of products or continu-
ing processes based on direct application
of established policies, practices, and
criteria. Assignments involve a relatively
narrow range of case situations that occur
in a broad program. Work involves identi-
fying issues, problems, or conditions and
seeking alternative solutions based on
evaluation of the intent of applicable rules.
regulations, and procedures.
Assignments are narrowly focused,
address a single product or action, and
are relatively dear cut. The problems or
situations remain stable, and resemble
past problems or situations.
Work requires practical knowledge of
guidelines and precedent case actions
acquired through considerable work expe-
rience or training. Work requires ski to
recognize the dimensions of a problem
and express ideas in writing.
Works independently in completing
assignments. Completed work is
reviewed for effectiveness in meeting
goals. Guidelines such as regulations
and evaluative criteria are often not com-
plete or have gaps in specificity. Uses
judgement in interpreting or adapting
guidelines to specific cases
Employee contacts others to provide.
receive or develop information in order to
identify problems, needs or issues, and/or
to coordinate work efforts or resolve
problems.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART C-1
Grade Level Chart for
Administrative and Program Assistant Positions
Grade
Nature of Assignment
Level of Responsibility
GS-07
Work consists of specialized duties with
continuing responsibilities for projects,
questions, or problems that arise within an
area of program or functional specialty.
Work assignments involve a wide variety
of interrelated or non-standard procedural
problems and resolve a wide range of
problems or situations common to that
segment of the program. Decisions and
recommendations are based on the devel-
opment and evaluation of information that
comes from various sources when this
requires considering the applicability of
information and the characteristics and
quality of sources. Work involves identify-
ing and studying factors or conditions and
determining their interrelationships as
appropriate. Employee is concerned
about taking or recommending actions that
are consistent with the objectives and
requirement of the program.
Work requires knowledges and skill to
recognize the dimensions of the problems
involved, collect the necessary informa-
tion, establish the facts, and take or
recommend action based on the
guidelines. Work also requires practical
knowledge based on extensive experience
dealing with the operations, regulations,
principles, and peculiarities of the
program.
Work is assigned in terms of objectives,
priorities, and deadlines. Employee inde-
pendently completes assignments and
resolves most problems except unusual
situations that do not have clear
precedents. Completed work is evaluated
for appropriateness and conformance with
instructions, policies, or accepted
practices in the position.
Guidelines are available but not complete-
ly applicable to the work or have gaps in
specificity. The employee encounters a
wider variety of problems and situations
which require using judgement and inter-
pretation to apply the guides to cases and
adapt or improvise procedures to meet
unusual or one-of-a-kind situations.
Contacts are to plan, coordinate and
resolve operating problems.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART C-1
Grade Lovel Chart for
Administrative and Program Assistant Positions
Grade
Nature of Assignment
Level of Responsibility
GS-08
Work assignments require practical knowl-
edge of technical methods to carry out
limited projects that involve the use of
specialized complicated techniques; or
requires knowledge of the basic program
principles, concepts, and methods to com-
plete analytical assignments and/or
operations in an assigned segment of a
program. The work includes various
duties that are different and unrelated.
The decisions regarding what needs to be
done involve identifying the conditions and
elements of an assignment to discern
interrelationships and select a course of
action from many alternatives.
Work is assigned by defining objectives,
priorities, and deadlines. The employee
plans and carries out the successive
steps and handles problems and devia-
tions in the work assignment in
accordance with instructions, policies,
previous training or accepted practices.
Employee receives guidance with unusual
situations that do not have clear
precedents.
Guidelines are available but are not com-
pletely applicable or have gaps in
specificity. The employee uses judgment
in interpreting and adapting guidelines
such as agency policies, regulations,
precedents, and work directions to resolve
a variety of conventional program prob-
lems in accordance with established
objectives. The wortc products affect the
design or operation of systems or
programs.
Contacts are with individuals or groups
outside the agency or within the agency
but outside the organization to plan, coor-
dinate or resolve operating problems by
influencing or motivating individuals to
work toward common goals.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHART C-1
Grade Level Chart for
Administrative and Program Assistant Positions
Grade
Nature of Assignment
Level of Responsibility
GS-09
The work requires the application of the
principles, concepts and methods of a pro-
gram position to cany out assignments,
operations and procedures that are signifi-
cantly more difficult, complex and broad
than those covered at the GS-8 level.
The work involves analyzing, investigating
and evaluating program activities. The
work requires knowledge of a wide range
of analytical methods, principles and prac-
tices carried out within a program. The
work includes various duties that are
different and unrelated. Decisions regard-
ing what needs to be done depends upon
the analysis of the subject phase or
issues involved in each assignment and
the chosen course of action is selected
from many alternatives.
Work is assigned by defining objectives,
priorities, and deadlines. The employee
plans and carries out the successive
steps and handles problems and devia-
tions in the work assignment in
accordance with instructions, policies,
previous training or accepted practices.
Employee receives guidance with unusual
situations that do not have dear
precedents.
Guidelines are available but are not com-
pletely applicable or have gaps in
specificity. The employee uses judgment
in interpreting and adapting guidelines
such as agency policies, regulations,
precedents, and work directions to resolve
a variety of conventional program prob-
lems in accordance with established
objectives. The work products affect the
design or operation of systems or
programs.
Contacts are principally with individuals
outside the agency and require the em-
ployee to be skillful in approaching the
contact in order to gain information or
compliance with established policies and
regulations.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
CHAPTER 6
ORIENTATION, TRAINING AND DEVELOPMENT GUIDE
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
, - .
I. Introduction
This Chapter contains a number of tools for employees and managers to use to:
1) Ensure that new support staff receive a comprehensive orientation
immediately after joining the Agency (orientation).
2) Develop a training plan which addresses current training and future develop-
mental needs (inventory and CMP Handbook)
3) Encourage support staff to enhance their qualifications by becoming a
Certified Professional Secretary (CPS)
These tools are focused primarily on the skills/knowledge/abilities required in Office
Manager Career Track positions. The skills and knowledges appropriate to the Office
Automation and Environmental Protection Assistant positions cover too broad a spectrum
to be covered in this document.
The tools we have provided here are samples of the many that are available for
use by employees and managers to train and develop for current and future needs. We
encourage each EPA organization to tailor these to meet their specific situations.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
II. Sample Orientation Program
The following are examples of forms that can be used to track new support staff
orientation:
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
MEMORANDUM
SUBJECT: New Support Staff Orientation Program
FROM:
Director
Division/Office
TO:
Supervisor
_, has been scheduled to begin employment in
/ . Attached is a copy of the Support
your branch or section on .
Staff Orientation Checklist.
Please assign a mentor to train and assist the employee in his or her effort to
complete this short-term training schedule. After the initial thirty-day training, please
review, initial, and send to my office. Also review future training and send a copy of the
employee's CMP form as well. Please fill out the bottom of this memo and send it to
's attention. Thank you.
(CLIP HERE
Date:
Employee:
Mail Code:
Immediate Supervisor:
Mentor:
Date of Initial Orientation Meeting:
Training Completion:
CMP Discussed:
Performance Standards Discussed:
Yes.
Yes_
./Phone:
./Phone:
./Phone:
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Support Staff Orientation Checklist
(NOTE: Employee/Supervisor should initial upon completion of the activity.)
No.
1
2
3
Activity
Telephone Techniques
{Timeframe: One Week)
Standard practices for answering telephone
Mechanics of answering and relaying calls (including FTS)
Introduction to Agency telephone book. Agency and office
organization, key word list
Relaying of public inquiries: Library. EPA hot lines, Human
Resources Management Office, EPA Locator
Correspondence
(Timeframe: Two Weeks)
Distribution of Headquarter's correspondence manual (available
from division secretary)
Correspondence guide for local lead office (RA's Office,
Administrator's Office, Lab Director)
Division's/Office's Clerical Manual
Routing procedures/mail codes
Copies (reading file, etc.)
Word-Processing/Computer Training
(Timeframe: Two Weeks)
l
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Support Staff Orientation Checklist
(NOTE: Employee/Supervisor should initial upon completion of the activity.)
No.
4
5
6
Activity
Administrative Procedures
(Timeframe: Two Weeks)
NOTE: Training should be on recognition and completion
of the forms, divisional/office procedures for processing the forms,
routing for verification/authorization, file copies and tracking.
Time Cards/Time Keeping (leave slips and Superfund Timesheets)
Procurement Requests
Training forms
Personnel action forms
Travel:
Meetings and Conferences
(Timeframe: One Month)
Arrangements (local travel
vendor/Travel Authorization)
Travel tickets (ordering/pick-up)
Advance of funds
Travel Voucher/Claim for
Reimbursement
Diners Club application/GTR use
Location and availability of conference rooms
Arrangement of conference cals
File Systems
(Timeframe: Two Weeks)
Office fie systems
Reeding files
Employee
Supervisor
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Support Staff Orientation Checklist
(NOTE: Employee/Supervisor should initial upon completion of the activity.)
No.
7
8
9
10
Activity
Supplies
(Timeframe: One Week)
Location of supplies in the office and supply center, and how to
retrieve them
Copiee
(Timeframe: One Week)
Where copies are located
Where to get paper supplies
Who to call for repairs/service
Local copy center (location and procedure for duplication services)
Mail Distribution
(Timeframe: One Week)
Pouch Mail
Inter-office mail
Overnight mail delivery
Location of mail room
E-MAIL distribution
FAX machine (locations and phone number*)
Procedure for FAX requests and retrieval
Reinforcement of New Employee Orientation
(Timeframe: One Week)
Introduction to office protocol and procedures, i.e., work schedules,
sick/annual leave, office organization, staff meetings
Reference to New Employees Orientation Manual which includes
organization charts. Agency descriptions, supply/communication
center procedures, travel procedures, health/safety/security
procedures
Employee
-
Supervisor
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Support Staff Orientation Checklist
(NOTE: Employee/Supervisor should initial upon completion of the activity.)
No.
11
12
Activity
Development of Support Stiff Training Plan
(Timeframe: One Month)
Develop training plan based on *A User's Guide to
Secretarial/Clerical Training at the US-EPA*
Classroom Training:
Should cover the following
topic areas (this should be
discussed and mapped out
on the CMP)
Certification
Telephone techniques training (as
needed)
Proofreading (as needed)
Additional computer training
(depending on office needs)
Better Office Skills and Services
(during first year)
Time Cards and Time Keeping (as
needed)
Effective English (as needed)
Managing Office Relationships
(during first six months)
Supervisor's Signature:
Employee's Signature:
Division/Office Director's Signature:
Employee
(Signature)
(Signature)
(Signature)
Supervisor
(Date)
(Date)
(Date)
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
III. Sample Inventory of Knowledges/Skills/Abilities Required at Various Grade
Levels in Office Manager Positions
These inventories are provided to give supervisors and managers a checklist for
assessing training needs of their staff at various grade levels. They are meant to be used
only as guides, since each employee brings a different set of Knowledges/Skills/Abilities
(KSAs) to the job and may need training in few or none of these KSAs to perform their
job successfully.
KSAs Required at the
GS-2/3/4 Grade Level
Office Manager Positions
(NOTE: Place a check-mark under "KSAs Needed')
Knowledge of Basic Computer Operation and WordPerfect Software
Ability to Proofread
Knowledge of and Ability to Apply Telephone Techniques
Knowledge of Principles of Filing
Knowledge of EPA's Programs (Basic)
Ability to Use Various Photocopying Machines
Ability to Use EPA's All-in-One E-Mail (Basic)
Ability to Communicate Verbally and in Writing
Knowledge of Administrative Forms and Procedures
Knowledge of EPA's Correspondence Manual
KSAs Needed
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
KSAs Required at the
GS-5 Grade Level
Office Manager Positions
(NOTE: Place a check-mark under "KSAs Needed")
All KSAs required for the GS-2/3/4, plus the following KSAs.
Knowledge of EPA Travel Procedures
Knowledge of Advanced WordPerfect
Knowledge of All-in-One E-Mail (Advanced)
Knowledge of Timekeeping Procedures
KSAs Needed
KSAs Required at the
GS-6 Grade Level
Office Manager Positions
(NOTE: Place a check-mark under "KSAs Needed")
All KSAs required for the GS-5, plus the
Knowledge of Office Automation
(1 software program in conjunction
with needs of the office)
following KSAs.
Software:
Knowledge of Office Management Techniques - Tracking
Systems/Organizing Skills
Ability to Manage Time
Ability to Manage Work Under Pressure
Knowledge of Supervisory Concepts, Methodologies, and Practices
KSAs Needed
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
KSAs Required at the
GS-7 Grade Level
Office Manager Positions
(NOTE: Place a check-mark under "KSAs Needed")
All KSAs required for the GS-6, plus the following KSAs.
Ability to Manage for Results
Knowledge of the Budget Process
KSAs Needed
KSAs Required at the
GS-8 Grade Level
Office Manager Positions
(NOTE: Place a check-mark under "KSAs Needed")
All KSAs required for the GS-7, plus the following KSAs.
Knowledge of Management Styles
Knowledge of EPA's Programs (Continued)
Ability to Lead Teams
Ability to Deal with the Media (Press/TV)
KSAs Needed
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Pagt102
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IV.
ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Certified Professional Secretary Program
The following course information is provided by Professional Secretaries
International.
Certified Professional Secretary
Program
Sponsor
Examination
Qualifications
Benefits
Professional Secretaries International
Administered Twice Annually:
First Friday/Saturday in May
First Thursday/Friday in November
Examination Categories:
Behavioral Science in Business
Business Law
Economics and Business Management
Accounting
Office Technology
Communication
Based on Experience/Education: Exper
4y«
3y<
2y<
wnce: Education:
tars No College
>ars Associate Degree
»ars Bachelors Degree
A secretary can take the examination anytime but certification will be withheld
until al requirements are met
_ Dmfa**bvtal ^ Art If tn nlljm
' riuTesstoruu tsenfficanon
College Credit (Up to 32 Credits)
For more information on this program contact your local Human Resources Office.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
' /
V. Career Management Plan
A. Introduction
The Environmental Protection Agency has long recognized that its greatest
asset is its people. Great emphasis has been placed on the education, training, and
development of EPA employees. It is, therefore, important to identify individual training
and developmental needs in a systematic way to continue to maintain a highly competent
and motivated workforce. The Career Management Plan (CMP) provides the method by
which an individual may plan for training and experience to meet his/her need for specific
knowledges, skills, and abilities.
CMPs should be used to plan training and related developmental
experiences (details, special projects, rotational assignments, OJT, readings, training,
etc.). The CMP can change from year-to-year and its primary purpose is to assist
employees by helping to set up goals, assessing strengths, and charting where the
employee can best contribute and grow within the organization. The CMP provides the
mechanism by which the employee's goals can be considered within the framework of the
organization. Since the process includes both the supervisor's and employee's
perspective, there is the opportunity for exchange and feedback so that the goals set are
reasonably achievable.
This section has been designed to assist in understanding the CMP and in
providing information to fully explain the process for supervisors and employees in order
to maximize the benefits of the CMP for both.
B. The Career Management Plan Form
The CMP form is designed to record the employee's short-term and
long-term goals, developmental objectives, and developmental assignments and training.
After the employee has completed the plan, the employee-supervisor discussion is held
to gain a mutual understanding of the employee's needs, career development objectives
and prioritization of developmental assignments and training. The employee and the
supervisor sign the form and forward it to the second-level supervisor for review and
signature. Once these three signatures are obtained, one copy of the signed CMP form
is furnished to the HRM office. The immediate supervisor should keep a copy and the
employee should keep a copy. (A step-by-step guide to actual completion of the CMP
form is located at the end of these guidelines.)
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
,
C. Responsibilities
1. Employee
The CMP is used by the employee to plan his/her individual develop-
ment over the next several years. Depending on the employee's goals and the way
he/she fits into the plans and programs of the Agency, the CMP will provide a way for the
employee to realistically set down specific training and experience needed to achieve
those goals and do a better job in his/her current position.
On the CMP form, the employee should list short-range goals, i.e.,
those to be reached within one to two years. With reference to these goals, the
employee should list the specific objectives and activities needed to accomplish them.
Next, the employee should write down his/her long-range goals (3+
years) and identify the activities needed to attain them.
Considering the short- and long-range goals and the objectives and
activities needed to attain them, the employee should consider his/her strengths and
weaknesses relative to the goals. The areas of weakness form the basis for the CMP
and give an indication of the training and experience needed to improve in these areas.
The CMP should include both formal training courses and
developmental assignments (e.g., OJT, projects, details, self-study). These activities
provide the means by which the employee can attain the knowledges, skills, and abilities
needed to achieve the short- and long-range goals.
After the employee completes the form, the employee and supervisor
meet to discuss the developmental objectives and activities.
2. Supervisor
The CMP process is an opportunity for the supervisor to leam the
employee's goals and the employee's perspective on his/her role and future with the
organization. An accurate view of an employee's career development requires that the
supervisor have information on the Agency's long- and short-range plans, its staffing
needs, its need for certain skills, and the career ladders existing or planned.
In addition, the supervisor must be prepared to provide feedback to the employee on
his/her strengths and weaknesses.
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In planning for the employee/supervisor discussion, the supervisor
should:
1. Consider the employee's current job and the knowledges,
skills, and abilities (KSAs) essential for performing the job well, analyze the employee's
strong and weak KSAs.
2. Examine the organizational needs over the next several years,
taking into account mission changes, staffing needs, program plans, and future needs for
particular skills.
3. After assessing projected needs, consider the employee's
potential to meet those needs, that is, his/her potential to take on different or higher level
responsibilities.
4. Based on these considerations, outline the training and
experiences needed by the employee to achieve these goals.
D. The Employed/Supervisor Discussion
After the employee has written the CMP and the supervisor has reviewed
it, the supervisor and employee should schedule an CMP conference to explore areas for
skill development, education, training, and developmental assignments that reflect both
individual and organizational needs and goals.
The supervisor and employee will discuss such issues as employee outlook
and development potential. In addition, the employee will learn about the budget, policy,
or time constraints under which the organization is operating. Both supervisor and
employee must have a realistic understanding of what and what not to expect.
After a mutual determination of training needs and developmental objectives,
training and developmental activities should then be prioritized. The CMP is flexible and
can be adjusted to allow for changing priorities.
Just as "career development" does not always mean promotion, CMPs do
not imply that an employee always rises in the organization. An CMP means that an
employee will be developed as much as possible in the work he/she does or will do. That
development should be the main topic discussed at the employee/supervisor CMP
meeting.
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E. Implementing The Career Management Plan
The effectiveness of the CMP is not assured simply because the plan exists.
The employee must then follow the plan and accomplish the scheduled development
activities. The basic responsibility for his/her development rests with the employee.
The management of EPA is committed to providing an environment
conducive to the development of its employees. To the extent feasible, the training
experiences and development assignments will be provided. The CMP, however, is not
a contractual agreement. Changes in budget, program priorities, workforce, staff time,
etc., could necessitate changes in the CMP.
It is the joint responsibility of the employee and the supervisor to evaluate
the results of the CMP. Progress should be monitored to determine improvement in
employee's job performance, whether the skills learned in training or development
assignments are applied on the job, and, based on those evaluations, the need for
revisions to the plan.
F. The Career Management Plan Process
1. Identify Career Goals
The goal of the CMP is the improvement or mastery of some skill in
the current job, some new responsibility in the employee's current job, or the attainment
of some other position. It is pertinent to employee's work and career and is worthwhile
to strive for. A goal should be realistic and attainable; your goal should imply some work
and challenge, but it should not be set so high that getting there will be almost
impossible. In preparing goal statements, the employee should be as specific as
possible; for example:
To become an Accounting Technician"
To take on team leader responsibilities for standardizing the
Regional merit promotion plan."
To team to work on the new LAN system"
To become a Branch Chief in the Water Management Division."
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Feasible goals include a consideration of:
Other Commitments: Family, current schedule, hobbies, community
obligations, etc. The employee should not outline a program with a lot of self-study and
formal courses if he or she knows that they have a very heavy work schedule coming up
with a good deal of travel.
Previous Training Experiences: It .is easier to start an ambitious
university program if the employee has been to formal university courses in the past. If
not, it might be better for the employee to try just one course or a short course or seminar
before signing up for a complete curriculum.
Knowledge of the Organization: The employee should find out as
much as possible about career ladders, forecasted staffing needs, expected vacancies
and reorganizations, and the skills the organization will be needing. This is very
important. The great value of the employee/supervisor discussion is that the employee
has a chance to find out the organization's perspective about its needs. Also, the
employee should keep as many options open as possible by developing skills that are in
demand.
Honest Self-Appraisal: No one has to know exactly what an
employee's self-appraisal is, but being honest here really helps to avoid disappointment.
An employee should use all the feedback they can get from supervisors and peers to
come up with a true picture of their strengths and weaknesses. Their goals should play
to their strengths.
2. Identify Developmental Objectives
The accomplishment of the career goals identified in Step 1 may
require an employee to learn new skills or increase proficiency in current skills. There are
several ways to identify new KSAs needing development:
a) Self-Assessment: Examine individual strengths and
weaknesses. Self-assessment, however, is not always easy and is not always accurate.
It should be supplemented by:
b) Performance Appraisal: The most recent performance
evaluation and the supervisor's observation of performance will indicate areas for
development Constructive feedback from co-workers is also helpful.
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c) Position Description: In addition to self-assessment and
performance appraisal, another way to identify skills needing development is to examine
the principal work assignments needed to perform the present job effectively and, then,
match them against the employee's present level of competence. This analysis ensures
that the skills identified are job-related.
3. Identify Developmental Activities
Developmental activities include not only formal classroom training
but also on-the-job training (OJT), correspondence courses, assigned readings, indepen-
dent study, rotational assignments, IPAs, developmental work assignments, and other
options.
The most appropriate type of learning experience will depend upon
the type of skill to be developed, availability and cost of certain types of training, individual
preference, and frequency of training.
To identify the most appropriate type of developmental activity,
consider the following questions.
Is this type of learning the most practical and efficient way to lean
the KSA needed?
Does this type of learning best meet the needs of the individual?
Does this type of teaming best meet the needs of the organization?
Is the type of learning needed available in this geographical area?
Will this type of training adequately cover the subject matter to be
learned?
If the preferred type of learning is not available, what is a suitable
alternative?
Although formal courses are an effective means of learning, an employee
should also consider other types of developmental activities that may provide more
practical, cost-effective learning experiences. For sustained interest and maximum
learning, a wide variety of developmental assignments should be selected.
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G. How to Identify Knowledges, Skills and Abilities
The CMP form has a column for "developmental objectives." These are
objectives for developing certain knowledges, skills, and abilities (KSAs) in order to reach
a goal.
Throughout the CMP process, we've stressed the importance of putting
objectives (and also your strengths and weaknesses) in terms of KSAs. Describing your
developmental objectives as KSAs is important because with KSAs you have concrete
specifics to deal with - clear specifics unrelated to personality traits on which you can
base a plan of action. Once KSAs are identified, even in rough form, you are in a good
position to decide on the right combination of formal courses and alternative learning
methods to help you get the KSAs you need.
Selecting important KSAs does not have to be complicated. Starting with
your goal, e.g., to become a project leader, you can get to the KSAs in this way:
H. Guidelines for Completing the Career Management Plan Form
Fill-in your full name (BLOCK 1)
Insert you position title, job series, and grade (BLOCKS 2, 3).
Enter your Office/Division and Branch (BLOCK 4).
Briefly describe the short-range goals you would like to accomplish within
the next year or two.
Briefly describe the long-range goals you would like to accomplish within
the next 3+ years (BLOCK 6).
If no further development is required at the present time, both the
supervisor and employee should initial and date (BLOCK 7).
List those objectives and the KSAs you need to attain to be able to
effectively work in your present position (BLOCK 8).
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Describe the Developmental assignments (i.e., assigned readings,
rotational assignments, IPAs, OJT) and the type of formal training (not
specific courses) that will be needed to attain those objectives for which
developmental assignments are not feasible (BLOCK 9).
Project the target date by which developmental assignments or formal
classroom training will be completed for this objective and the estimated
cost (if any) for each activity (BLOCKS 10 and 11).
Sign and date the CMP (BLOCK 13).
Immediate supervisor signs and dates the CMP after discussion with the
employee (BLOCK 14).
NOTE: The CMP is intended to be a flexible document. Accordingly,
employees should feel free to complete only those blocks directly applicable to their
current developmental needs and objectives.
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1. Briefly, jot down the basic duties or
tasks involved in being a project
leader.
Planning new projects
Negotiating
Guiding team members
Doing the most complex technical work
Writing technical reports
2. Pick out one duty or task at a time.
Writing technical reports
3. For that one duty or task, (e.g., writing
technical reports), write down whatever
KSAs are important to doing the work.
Ask: What would someone new to this
task have to do to do it? What would
that new person have to learn?
Ability to analyze data and form
conclusions
Ability to express oneself in a dear
logical manner
Skill in writing clearly
Knowledge of the Agency's technical
reporting requirements
4. Decide which KSAs you already have
that are needed to reach your goal.
Eliminate them. (You don't need more
training in them.)
5. Of the ones left, how important are
they to the task? Rank them. Write
these MOST NEEDED KSAs under
developmental objectives" on the
CMP form.
Skill in writing clearly
Knowledge of Agency's reporting
requirements
6. Describe the appropriate formal
training and developmental
assignments for EACH KSA needed.
Writing seminar
Assigned project X report under
guidance of team leader
Self-study Agency's reporting regula-
tions
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Don't worry about differentiating a KSA. (Generally, a skill pertains to a
physical competence or physically doing something; a knowledge pertains to mastery of
a subject matter area, while an ability pertains to the potential of using a knowledge or
skill when needed.) Whether these definitions are clear or useful, it makes no sense to
dwell on the language. What does make sense is to describe objectives in terms of
KSAs.
You don't have to list every KSA, because many work tasks involve a
certain number of basic skills, e.g., ability to understand written and oral instructions,
ability to communicate adequately to others, ability to read and write. These don't have
to be put down. Concentrate on the most important ones, those you need to get to your
goal.
Once you have the important KSAs you need, you can decide on a plan of
action. You have some control now; you know whether the training or experience is
going to meet a specific need. You can ask, is this training going to provide me with that
specific knowledge (or skill)? You will find you will be able to eliminate a lot of haphazard
training that doesn't do anything for you.
I. "Developmental Assignments'* - All the Options
We often think of development only in terms of formal training courses.
There are many other ways that people leam, and often people learn better if their
development includes a variety of experiences. "Alternative training" can present as good
if not a better way to team practically and efficiently. Budget and time constraints as well
as your particular needs also make it undesirable to go a route made up entirely of
training courses.
There are many developmental activities. For example:
Attendance at staff meetings
Serving as instructor/fadlitator/conference leader
On-the-job training
Coaching by specialists in the organization
Job performance review and discussion
Pag* 114
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
' < > .' -
Developmental counseling
Project, committee, taskforce assignments
Rotational assignments (or details)
Job enrichment - increased responsibility
Opportunities to make presentations
Attendance at courses/conferences/lectures
Teleconferencing
Participation in community/civic affairs
Independent reading in specialized fields
Studying annuals/bulletins/reports, etc.
Home study courses
Membership in professional organizations/societies
Lateral reassignments
Shadowing
Self-development/self-study
Attendance at formal training courses
Computer assisted instruction
Interactive video
Once you have isolated your goals and needed KSAs, see how many of
these KSAs can be gained via alternative "developmental assignments." Make the variety
as wide as possible for interest and maximum learning. You may be surprised -
excellent training is often available in unexpected ways right in your own organization.
Pag* 115
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Pag* 116
-------
SAMPLE * SAMPLE * SAMPLE * SAMPLE * SAMPLE * SAMPLE * SAMPIJC * SAMPLE * SAM'LC * SAMPLE * SATIPI.L *
,V<>LJ: *
^ .-». UiUed Slates tnvaonroenUI Protection Agency """^ mm ^
Pb FRrV Washington. DC 204(0
wtr/A Career Management Plan
1 . NaVM of EfflployMi
2. Present PosWonlWe --
Clerk-Tvmst
3. Scries and Gride 4. Dale Assigned 5. DMsfcn/Branch/Secton ~~~~~ ~~ [8 Telephone ~
GS-322-4 - March 91 WD, Program Support Branch ^^
OO Jem** * rkUwII 7X -, ** v f M. «..* 4 YYYY
Comp. d Info. System Section 4 ^""^
To become proficient at my new position
.rJevetopmenWObtedke
Acquire skill in operating
word processor
Acquire knowledge of EPA
format for preparing office
correspondence and reports,
including filing, tele-
phone, and mail handling
procedures
Develop skill in accurate-
ly reviewing outgoing
correspondence
Improve my knowledge of
English and grammar
Improve my ability to
communicate effectively
with co-workers, supervi-
sor, and other staff
10. Developmental AdMNt
OJT-Developmental reading
and assignments-read word
processing manual and apply
techniques learned in hands-
on use
OJT-Branch secretary, will
provide training 1 hour per
day for 1 week to review
each specific area
Attend proofreading course
offered by (OEM) Office of
Personnel Management; also
attend in-house proofreading
course
Attend effective English
Workshop-City College
Read "Basic English Granmar"
Attend "Interpersonal Com-
munication Skills" at OPM
(cont'd on back)
19. Signature of Employee 10. Dele
To become an administrative assistant
.Estimated
Date of
j^Viey ejff
Comptetton
5/91
3/91
5/91
10/91
7/91
6/91
10/91
12. Estimated
Cost
no cost
no cost
$140
$30
no cost
$100
13. Action
A Approved
8" Disapproved
C- Deterred
A
A
A
A
A
A
14. Comments
\
1 7. Signature of Supervisor ta.Dale
EPA Form 3l40-2f A (T-iT)
-------
IMMd Stein Environmental Protection Agency
M.PPA >hhglon.DCZO«eO
WI-rM Career Manaaement Plan {continuation sheen
1. NMM of cffiployft
Mary Smith
.DmelopiMntelObHc**
10. 00v4opfMnul AdtnDM
(Indudt hnglh. tourcc.
«HUM»Honol «**»)
Arrange and conduct
regular monthly section
meeting
2.Pr«a«Mf>o««onTW«
Clerk-Typist
11. liHiiwtwl
Itatoof
^^.^J^^i^.^
vocnpmon
8/91
12.Esttmt«J
Cost
N/A
13. Action
\m Approved
1 Olt«pprov«d
C-IM«T«d
A
14. ComnMRt*
Meeting facilitators
are rotated among
section staff
*
-------
ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
ACKNOWLEDGEMENTS
-------
ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
-------
ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
The Administrative Support Career Management System is a distillation of numerous
pilots, studies, position papers and workgroup projects, conducted over a period of
several years by many EPA organizations. It is impossible to thank everyone who has
contributed to the development of this system, however, special thanks are due to several
groups whose unfaltering commitment to the development of a career management
system ultimately made it a reality.
The Agency-wide Secretarial Advisory Council (NSAC) has sponsored and encouraged
this project from its very inception; the Office of Human Resources Management has
provided constant support and guidance, and the Human Resources Council has made
career development for support staff a major agenda item at virtually every meeting.
The following organizations' pilot projects and studies were used in the development of
this career management system:
Organization
Region 1
Region 2
Region 3
Region 4
Region 5
Region 6
Region?
Regions
Region 9
Region 10
ORD
OPTS
OW
RTF
Pilot/Study Title
Structuring Support Work
Impact of Technology on the Secretarial/Clerical Workforce
Experiences and Evaluations
Internal Study
Internal assessment
Internal Study
Office Support Positions 1990
The Changing Role of the Secretary
Career Management System for Secretarial and Administrative Posi-
tions
Career Tracks in Region 10
ORO Secretarial Career Management System
Impacts of Technological Changes on the OPTS Secretarial/Clerical
Workforce
The Office of the 1990s
Internal Study
-------
ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
-------
United Statn Administration And 22M-3000
EnvifonmentaJ Protection Resource* Management November 1991
Agency (PM-224)
xEPA Administrative Support Career
Management System
A Practical Guide
For Developing
High Performance Teams
Appendix
on
-------
ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
APPENDIX A
OFFICE MANAGER
POSITION DESCRIPTIONS
(m
X«X
Page A-1
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Pag* A-2
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
The following positions descriptions represent Office Manager positions - GS-06 through
GS-11.
NUMBER
1
2
3
4
5
6
7
8
POSITION DESCRIPTION TITLE AND GRADE
Title
Office Manager
Senior Office Manager
Senior Office Manager
Executive Office Manager
Executive Office Manager
Executive Office Manager
Executive Assistant
Executive Assistant
Position Series/Grade
GS-318-06
GS-318-07
GS-318-07
GS-318-08
GS-318-08
GS-318-09
GS-318-10
GS-318-11
PAGE
5
11
17
23
29
35
41
45
Page A-3
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Pag*A-4
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
1. OFFICE MANAGER
(GS-318-06)
Introduction:
The incumbent serves as the Office Manager and Program Assistant for the office.
The incumbent's duties are divided between program manager assistance and office
management duties.
Program Manager Assistant Duties:
a. Maintains the office project log, recording receipt date, project name, and
assigning log numbers.
b. Updates and maintains the database tracking system to ensure timely
accomplishment of program objectives. Assists in tracking deadline items and reminding
Chief, Specialists and Scientists of assignments due.
c. Provides Chief, Specialists and Scientists with weekly reports from the
computer tracking system showing the status of their projects in relation to commitments.
d. Performs searches in the computer tracking system for Chief, Specialists
and Scientists.
e. Exercises initiative in working with information and computer specialists to
revise programs for more efficient operation of office computerized database systems,
lists and reports.
f. Assists in screening draft and final environmental impact statements (EISs),
environmental assessments, Notices of Intent, Federal agency scoping proposals, and
associated documents prepared pursuant to the National Environment Policy Act, to
determine appropriate staff and media program review.
g. Assists Specialists and Scientists by initiating contact with other federal
agencies to obtain additional copies of supplementary documents, to verify names, titles
and other organizational information.
h. Assists in preparing quarterly and midyear EIS reports documenting
accomplishments.
Page A-5
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
i. Assists in updating and maintaining the computerized Federal Facilities
Tracking System and Federal Facilities computerized mailing list.
Secretarial Duties:
a. Performs a wide variety of administrative duties which may include but are
not limited to: makes arrangements for meetings and/or interviews, including space,
people, and time; order and maintains supplies; tracks, prepares and types office travel
and training requests; prepares weekly reports.
b. Develops and implements office procedures. Implements new, revised or
amended procedures. Advises and assists the supervisor and staff in procedural aspects
of expediting work, explaining report requirements, and coordinating office activities with
other Regional and Headquarters offices.
c. Controls all incoming and outgoing office correspondence and action
documents. Insures that responses are coordinated for signature or concurrence of
Chief. Has sufficient knowledge of substantive manors to screen mail for distribution to
Office Chief and other staff as appropriate.
d. Reviews outgoing correspondence for proper format, conformance with
instructions, typographic accuracy, and necessary attachments. Ensures that required
signatures and dates are present before release. Coordinates more complex mailings
required by office.
e. Sends and receives electronic and FAX mail using the IBM PC, EPA
electronic mail system, and telefax. Maintains electronic address program.
f. Receives calls and greets visitors. Directs to supervisor's attention only
those contacts needing his/her attention or action. Takes care of routine office inquiries
and directs to appropriate personnel. Responds to routine and non-technical requests
for information.
g. Prepares from rough drafts or notes, letters and memoranda for Office Chief
and staff. Proofreads and corrects completed work. Composes routine office
correspondence on non-technical subjects.
h. Develops and maintains the general office file system. Exercises initiative
in establishing new procedures for revision of files to meet changng needs and demands.
PagcA-6
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
i. Makes travel arrangements for the Chief, maintains itineraries and prepares
and submits travel vouchers.
j. Responsible for timely preparation, submittal and accuracy of office time
cards.
k. Procures supplies, equipment, printing, maintenance services and sees that
the office is adequately provided for in these areas.
I. Performs other duties as assigned.
Factor 1 - Knowledge Required by the Position:
Knowledge of the duties, priorities, commitments, policies and goals of Chief and
program staff sufficient to perform essential assignments such as program assistance;
reviewing directives and other materials which may affect the office and taking follow-up
action; locating and summarizing information from files and documents in anticipation of
supervisor's needs.
Knowledge of office functions and Headquarters personnel and functions, in order
to properly assist support staff, direct persons seeking information and to control office
correspondence.
Knowledge of the substantive programs of line Divisions as related to the office
program, administrative, and secretarial support functions. This includes general
familiarity with the Clean Air Act. Clean Water Act, Resources Conservation and Recovery
Act, Comprehensive Environmental Response, Compensation and Liability Act, and
National Environmental Policy Act.
Incumbent must be a skilled typist and have knowledge of office automation
systems such as word-processing, electronic mail, database management, graphic and
spreadsheet softwares to prepare correspondence and various documents.
Skill in selecting and applying standard references such as dictionaries and style
manuals.
Skill in writing non-technical communications and reports.
Skill in advising office chiefs and clericals concerning such matters as various
administrative procedures.
Pag« A-7
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Knowledge of a wide variety r? forms and procedures required for setting up and
assembling records, correspondence, and reports.
Knowledge of grammar, spelling, punctuation, and required formats.
Knowledge of environmental terminology.
Knowledge of public information files, contents, maintenance and procedures for
use.
Knowledge of federal timekeeping and travel procedures to the degree of being
able to advise others on such matters.
Knowledge of procedures for securing all services necessary to the office such as
printing, supplies, maintenance, moving, etc.
Work Situation B:
The size of the organizational unit is small. The supervisor generally directs staff
thrown face-to-face meetings. However, the incumbent is responsible for coordinating
the status of program activities with extensive contacts outside the office. These contacts
require the incumbent to be conversant with not only the internal operations of the
organization but also its relationship and involvement with outside organizations.
Factor 2 - Supervisory Controls:
The Chief sets the overall objectives and priorities of the work. Deadlines are
developed in consultation with the supervisor. Incumbent performs day-to-day duties
independently. The incumbent uses own initiative to determine the best approach or
methods to be used in handling a wide variety of situations, including those of an
unstructured and controversial nature. Completed work is evaluated for timeliness,
accuracy, adequacy, and conformance to established policy.
Factor 3 Guidelines:
Guides include dictionaries, style manuals, and agency instructions and information
documents concerning such matters as general program policies and objectives,
correspondence, and the operating policies of the Director. The incumbent uses
judgment to select the most appropriate guide for the situation.
-------
ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 4 - Complexity:
The work includes various duties involving unrelated processes and methods. The
incumbent is responsible for insuring that the procedures and administrative controls of
the office work smoothly and that administrative details are not overlooked. Decisions
regarding what needs to be done are based on the incumbent's knowledge of the goals,
policies, priorities, and commitments of the staff and involve analysis of the subject or
issues involved in individual assignments. Decisions are based on an understanding of
the interrelationships between the branches, other Regional and Headquarters programs,
and people involved.
Factor 5 - Scope and Effect:
The incumbent ensures that the administrative and clerical work of the office is
accomplished effectively, and provides program assistance to the Chief and staff. This
allows the OFA Chief to concentrate on environmental issues and management duties,
and allows staff to accomplish the mission of the office.
Factor 6 - Personal Contacts:
Contacts are with EPA staff and secretaries inside and outside the office including
staff working in professional information offices, State and local government officies
including elected officials, environmental groups, press and media, attorneys, as well as
the general public. The people contacted are involved in many different functions and
types of work and a wide variety of issues. Inquiries are often diverse, requiring the
incumbent to exercise significant judgment and knowledge in determining the correct
response.
Factor 7 Purpose of Contacts:
The incumbent plans and coordinates the administrative, secretarial, clerical and
other support work of the office. This includes contacts for purposes such as providing,
clarifying or exchanging information, scheduling and arranging for meetings, making travel
arrangements for the Chief and providing office employees with guidance and help in
applicable procedures.
Page A-9
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 8 - Physical Demands:
The work places no special physical demands on the employee. The work
includes some walking, standing, bending and carrying of light and medium items such
as paper, books, supplies and files.
Factor 9 - Work Environment:
The work environment is typical of an office.
Pag*A-10
-------
ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
2. SENIOR OFFICE MANAGER
(GS-318-07)
Introduction:
Incumbent serves as office manager for the Branch. The Branch conducts national
surveys of drinking water contaminants in public water systems, conducts studies of
treatment technologies for removal of contaminants and provides advice, assistance,
support and direct participation in the development of regulations for the control of
contaminants in drinking water.
Major Duties and Responsibilities:
Prepares and signs routine correspondence of a nontechnical nature in the Chief's
name or in his/her own name as Office Assistant to the Chief.
Handles the processing of technical reports for the Branch.
Reviews technical report clearance packages for completeness and conformance
to appropriate style specifications, making sure the report has received the required in-
house technical reviews and that all necessary forms for clearance are included, properly
filled-out and signed.
Tracks reports in the process of being cleared through ODW. Follows up to assure
timely review and clearance to meet publication, presentation or workplan deadlines.
Provides management assistance to the Chief in the preparation of bi-weekly and
semi-annual status reports.
Prepares various section reports independently.
Collects, collates and processes information from staff members for the Chief's
final review.
Upon requests from inside and outside the Agency, obtains .information, the
sources of which are not initially known and which may be only in the memories of a few
employees. The information is usually obtained orally from a variety of sources.
Prepares one-of-a-kind reports from information in various documents from the
files, from reading correspondence, or by obtaining such information from others.
Pag»A-11
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Prepares special analysis reports on project status, travel ceiling, national water
survey information, etc. ~~
Consolidates reports submitted by the Engineers for response to requests.
Provides assistance to the Chief on processing extramural contract/cooperative
agreement/interagency agreement funding packages.
Reviews budgeting and planning documents for completeness, accuracy and
duplication, and keeps abreast of new procedures and regulations.
Serves as extramural assistant in the preparation of funding packages. Seeks out
information necessary to answer questions regarding preparation of packages, contacts
Grant Specialists or Contract Officers to obtain information on dealing with unusual
circumstances and assists the Chief or Project Officer accordingly.
Provides liaison between Chief and Branch staff and between Chief and other
offices.
Provides prompt, clear, concise and accurate information.
Communicates with staff and management of outside organizations to facilitate
cooperation and expedient interchange of information.
Assists the Chief's subordinates in the procedural aspects of expediting the work
of the office.
Applies and adapts guidelines to specific problems or situations for which the
guidelines are not clearly applicable.
Helps Branch technical staff implement Chief's instructions concerning procedures.
Studies problem situations and recommends solutions.
Establishes policy for the Branch relating to clerical matters and some administra-
tive procedures, insuring that such policies conform to Office of Water and Agency policy
and revising/updating those policies as needed.
Provides specific guidelines/procedures on the use of OOW personal computers
as they relate to word-processing and data transfer.
Pag* A-12
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Provides specific guidelines for preparing correspondence for signature of ISO
Director, ODW Director, and Assistant Administrator for Water. This includes responses
to Congressional inquiries.
Is fully cognizant of Agency-established procedures for the preparation and
clearance of correspondence, action documents, etc. Informs and instructs management
and staff concerning procedures for the above.
Serves as ordering officer for procuring sample analyses for water quality studies.
Serves as Computer Coordinator for ongoing support in the acquisition,
maintenance, and use of personal computers for word-processing and computational
purposes.
Controls computer hardware and software inventory, including security of software.
Develops systems for management of hardware and software.
Prepares procurement requests for computers and related hardware and software.
Consults computer contractor in the acquisition of this equipment.
Coordinates the exchange of information with other computer users regarding
special applications or capabilities.
Provides consultative and training support to TSD staff and management.
Receives and reads incoming correspondence, reports, instructions, etc., and
ascertains the subject matter. Makes decisions on whether to handle personally or to
forward to the Chief, to a particular Engineer, or an office outside of the Division.
Prepares replies to general inquiries not requiring a technical knowledge.
Responds to requests for statistical or informative material concerning the
Division's programs which can be assembled from the record.
Reads and digests correspondence of an informational nature and briefs the Chief
on its contents.
Gathers the necessary background material for the incoming document and
forwards the package and instructions on method of reply to the appropriate person/office.
Pag* A-13
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Follows-up with the Chief and Engineers to see that responses are prepared within
the specified time.
Develops and maintains control records on incoming correspondence and action
documents.
Maintains suspense file for action items assigned to or by the Chief, and follows
up on work in process to insure timely reply or action. Assigns action data when not
indicated by the Chief.
Identifies and resolves various problems and situations that affect the orderly and
efficient flow of work in transactions with parties inside and outside the organization.
Receives telephone and personal callers and, based on knowledge of Division's
programs, commitments and interests, screens requests. These activities are done to
assure that the caller or visitor receives adequate information and attention without
involving the Chief and consuming his/her valuable time.
Maintains Chiefs calendar, arranges meetings and schedules appointments based
on knowledge of his interests and commitments.
Schedules and attends Branch chief meetings and follows up on any commitments
made during the meetings.
Makes presentations at Branch staff meetings on new policies and procedures to
be followed within the TSD/ODW.
Sends and receives correspondence and reports from personal computers.
Information may be on disk or transmitted by telecommunications and is converted to the
standard ODW word-processing data base upon receipt. Trains staff and other Division
personnel in the necessary procedures to use for information transmission.
Composes correspondence on administrative support or clerical functions of the
office. Composes routine correspondence on other subjects as outlined in regulations
and procedures or specifically requested by the Chief. Composes correspondence on
requests for information which can be located or summarized from files, documents or
engineers' input.
Pag* A-14
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Maintains records and prepares reports on various Branch activities, such as travel
and training, to show an up-to-date budget analysis of each item and cumulative totals
spent, sorted by employee.
Makes all necessary arrangements for travel, arranging schedule of visits, plane,
car and hotel reservations, notifying organizations and officials to be visited, etc., and
submitting travel vouchers and reports, including international travel.
Maintains time and attendance records for the Branch.
Provides backup to Division Secretary and Program Analyst.
Assumes Division Secretary duties in her/his absence. This includes ail assistance
required of the TSD Division Director.
On an as-needed basis, assumes TSD Program Analyst's duties. This includes
entry/update to SPATS and ADCR, and contact with outside vendors and local an remote
Agency personnel.
Performs other duties as assigned.
Factors: Refer to Office Manager Grade Level Charts (A-1 through A-4) and other
Appendix A sample position descriptions for recommended factor level descriptions).
Pag«A-15
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Pag«A-16
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
3. SENIOR OFFICE MANAGER
(GS-318-07)
Introduction:
The position provides administrative and clerical assistance to the Branch.
Work Situation B:
The Branch is subdivided into sections and includes employees. The
incumbent provides leadership to and oversees the Branch's secretarial employees to
keep them aware of administrative office procedures, requirements, instructions and
policies. Incumbent coordinates the Branch's complex administrative requirements in
support of the technical and scientific programs of the Branch. Based on working
knowledge of the organization and the substantive programs under the supervisor's
control, incumbent functions as a personal assistant to the Branch Chief.
Major Duties and Responsibilities:
Reviews correspondence and documents prepared for the Branch Chief's signature
and ascertains conformance to known administrative policies and regulations. On own
initiative, returns such documents to originator for necessary corrections. Gives advice
and instructions to Sections within the Branch to obtain a higher degree of compliance
with general policies and correspondence regulations.
In the absence of the Branch Chief, incumbent assumes responsibility for ensuring
that requests for action or information, which would normally receive the Branch Chief's
attention, are made known to the responsible Section Chief who can satisfy the request.
Monitors resulting activities for the purpose of briefing the Branch Chief. Decides whether
important or emergency matters should be brought to the Branch Chief's attention when
the Branch Chief is absent, but accessible.
Manages the Branch Chief's calendar and appointments. On own initiative and
discretion, establishes priorities, sets up, reschedules, or refuses appointments, accepts
or declines invitations to meetings and arranges for representation by a subordinate
official when that is desirable. Obtains and assembles basic and background information
and materials pertinent to meetings arid conferences.
Page A-17
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Oversees review of incoming mail to the Branch, designates action and follows-up
to ensure deadlines are met. Oversees maintenance of correspondence log of all
incoming correspondence by clerical staff.
Serves as liaison between the Branch Chief and the Sections by ensuring timely
follow-up on action items and by providing accurate, timely advice on procedures, reports,
requirements, and other matters necessary to implement the Branch Chief's policies,
directives and instructions.
Composes correspondence on oral instructions or on own initiative, based on a
knowledge of Branch Chief's views and desires. Typical subjects include administrative
manors, letters of acknowledgment, program, general office and Regional policies. Signs
correspondence for the Branch Chief in his/her absence when technical or policy content
has previously been cleared. Prepares routine records and reports as necessary. Types
letters, reports, memoranda and other routine correspondence as specified by, and in
support of, the Branch Chief.
Plans Branch Chief's travel itinerary. Arranges schedule of visits, and ensures
transportation and hotel reservations are made. Notifies organizations and officials to be
visited. Keeps in touch with Branch Chief enroute. Ensures that thank-you loners, as
appropriate, are written after the Branch Chief returns. Prepares and submits travel
vouchers for the Branch Chief or other travelers from the Branch. Assumes independent
responsibility for correct application of travel regulations before submission of vouchers
for payment. Provides advice on preparation of travel vouchers, travel orders, and related
forms.
Receives all visitors and redirects telephone calls to the Branch Chief. Determines
nature of business of visitors. If business requires the attention of. engineering or
scientifically qualified personnel, decides whether the importance of business, rank or
position of visitor is such as to require personal attention of the Branch Chief or if the
visitor should be referred to an appropriate Section Chief. Incumbent is authorized to give
out administrative and scientific information to callers upon determination of their right to
receive it. When calls involve manors on which the Branch Chief will require background
information, tactfully postpones the conversation, obtains the required information and
then informs the Branch Chief of the pending call.
Receives requests from other organizations within the agency for information
concerning programs under the Branch Chiefs control. From available background data,
summarizes or prepares excerpts from files, documents, and on the basis of general
instruction as to the nature of the subject manor desired and the purpose or follows-up
Pag«A-18
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
to see that the Sections in the Branch submit required answers within the specified time.
Serves as liaison with EPA Headquarters or the Office of the Director for any such
reporting.
Makes arrangements for conferences, including space, time, attendees, etc.
Collects background material in accordance with instructions. Attends conferences and
prepares summaries, noting action items assigned. Follows-up on action items from the
program and administrative management planning systems or other meetings. Takes
Branch Chief's meeting notes as directed by supervisor.
Writes resumes of conferences and weekly Branch Chief meetings. Summarizes
action items and distributes to participants who are expected to take action. Organizes
and implements follow-up on action items to ensure schedules are met and reports
progress to the Branch Chief.
Independently performs review and analysis of various administrative and office
operations and functions, and formulates recommendations for action to the Branch Chief.
Performs special administrative projects as assigned, providing review, analysis
and recommendations to the Branch Chief or Section Chiefs.
Serves as files coordinator for the Branch. Ensures that the file system of the
Branch Chief is well maintained and transfers and disposes of records in accordance with
established guidelines.
Oversees handling of the electronic mail system (E-Mail) for the Branch Chief's
office.
Provides day-to-day guidance to other clerical employees who support the Branch.
Trains clerical employees and establishes operating procedures and work priorities.
Provides general guidance to ail staff members within the Branch on clerical and
administrative matters. Observes the need for procedural notices or instructions to staff,
and prepares the necessary issuances and presents them to the supervisor for signature.
Devises and installs procedures for internal Branch use. Acts upon requests from outside
the Branch concerning procedural or administrative requirements; organizes the flow of
clerical processes among Section Secretaries and organizations outside the Branch.
Assists clerical personnel in their career development by encouraging and
facilitating their attendance at career-growth training sessions, and by insuring that their
supervisors have prepared Career Management Plans for them.
Pag»A-19
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Performs related duties as assigned.
Factor 1 Knowledge Required by the Position:
Knowledge of the duties, priorities, commitments, policies, and program goals of
the agency sufficient to perform assignments such as reviewing publications, directives,
and other materials which may affect the Branch, and to take appropriate follow-up action;
and to anticipate and prepare materials the Branch Chief needs in order to respond to
correspondence or phone calls.
Knowledge of the technical and scientific programs of the Branch as related to the
Branch's clerical and administrative support functions.
Knowledge and skill to coordinate the work of the office with other offices, including
advising secretaries in subordinate offices on new procedures or regulations, and on
information to be provided for use in conferences or reports.
Knowledge of grammar, spelling, punctuation and required formats.
Incumbent must be a skilled typist and have knowledge of office automation
systems such as word-processing, electronic mail, database management, graphic and
spreadsheet softwares to prepare correspondence and various documents.
Factor 2 - Supervisory Controls:
Incumbent works under the general supervision of the Branch Chief who sets
overall objectives of work and from time-to-time gives specific assignments with a brief
explanation of the assignment's purpose. Incumbent personally sets the deadlines for the
work to be done based upon a knowledge of the overall functions and projects of the
Branch and those of other Branches whose coordination is required on some program
matters. Incumbent performs the duties of the job independently, referring only the most
complex problems to the Branch Chief. Many situations and conflicts arise which require
the incumbent to approach and resolve them. The work is reviewed to ensure that the
overall objectives of the position are met
Factor 3 - Guidelines:
Guidelines include the Official Airline Guide, Hotel & Travel Index, dictionaries,
style manuals and agency instructions, concerning such matters as correspondence,
travel and leave regulations, as well as the policies of the Branch.
Pag* A-20
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Interprets and adapts guidelines and policies to specific problems are frequently
required, e.g., in determining priorities, resolving complaints and making recommenda-
tions for changes. The incumbent instructs and assists secretaries in subordinate
organizations with these problems.
Factor 4 - Complexity:
The Work involves different and unrelated processes and methods. Decisions
regarding what needs to be done are based on incumbent's knowledge of the duties,
priorities, commitments, policies, and program goals of the Branch Chief and other
managers within the Branch, and involves analysis of the subject, phase, or issues
involved in varied situations.
Factor 5 - Scope and Effect:
The incumbent ensures that the clerical and administrative work of the Branch is
accomplished effectively in accordance with appropriate policies and procedures, allowing
the Branch Chief to concentrate on managerial duties. The incumbent reviews the work
of others and gives advice concerning procedural requirements. The degree to which this
is done affects the reliability and acceptability of the work of the Sections.
Factor 6 - Personal Contacts:
Contacts include employees of the Branch and State and local high level officials
both within the agency and in other agencies and at Headquarters who deal with the
Branch on a wide variety of matters.
Factor 7 - Purpose of Contacts:
The purpose of personal contacts is to plan and coordinate the work of the Branch
Chief.
Factor 8 Physical Demands:
The work is sedentary, which may require some walking, standing, bending or
carrying of light items such as paper work or files.
Factor 9 Work Environment:
The work is performed in an office environment with no unusual risks or discomfort.
Pag* A-21
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4. EXECUTIVE OFFICE MANAGER
(GS-318-08)
Introduction:
The incumbent serves as Secretary to the Assistant Regional Administrator for
Policy and Management (ARA) and is responsible for ensuring the effective and efficient
operation of this office. The Policy and Management Division is divided into staff units,
Branches and Sections and includes approximately employees. The incumbent
provides personal leadership to the Division's secretarial and clerical employees to keep
them aware of administrative office procedures, requirements, instructions, and policies.
Major Duties and Responsibilities:
Receives all visitors and redirects telephone calls to the ARA. Determines nature
of business of visitors. If business requires the attention of engineering or scientifically
qualified personnel, decides whether the importance of business, rank or position of visitor
is such as to require personal attention of the ARA or if the visitor should be referred to
the Deputy ARA or appropriate Branch Chief. Incumbent is authorized to give out
administrative and scientific information to callers upon determination of their right to
receive it. When calls involve matters on which the ARA will require background
information, tactfully postpones the conversation, obtains the required information and
then informs the ARA of the pending call.
Receives requests from other organizations within the agency for information
concerning programs under the ARA's control. From available background data,
summarizes or prepares excerpts from files and documents. On the basis of general
instruction as to the nature of the subject matter desired, follows up to see that the
Branches in the Division submit timely responses. Serves as liaison with EPA
Headquarters or the Regional Administrator's office for any such reporting.
Serves as liaison between the ARA and the Branches by ensuring timely follow-up
action items and by providing accurate, timely advice on procedures, reports, require-
ments, and other matters necessary to implement the ARA's policies, directives, and
instructions.
In the absence of the ARA, incumbent assumes responsibility for ensuring that
requests for action or information, which would normally receive the ARA's attention, are
made known to the Deputy ARA or responsible Branch Chief who can satisfy the request.
Monitors resulting activities for the purpose of briefing the ARA. Decides whether
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
important or emergency matters should be brought to the ARA's attention when the ARA
is absent, but accessible.
Plans ARA's and Deputy's travel itineraries. Arranges schedule of visits, and
ensures transportation and hotel reservations are made. Notifies organizations and
officials to be visited. Keeps in touch with ARA and Deputy enroute. Ensures that thank-
you letters, as appropriate, are written after the ARA and Deputy returns. Prepares and
submits travel vouchers for the ARA and Deputy or other travelers from the Office of
Policy and Management. Assumes independent responsibility for correct application of
travel regulations before submission of vouchers for payment. Provides advice on
preparation of travel vouchers, travel orders, and related forms.
Manages the ARA's calendar and appointments. On own initiative and discretion,
establishes priorities, sets up, reschedules, or refuses appointments, accepts or declines
invitations to meetings and arranges for representation by a subordinate official when that
is desirable. Obtains and assembles basic and background information and materials
pertinent to meetings and conferences.
Composes correspondence on oral instructions or on own initiative, based on a
knowledge of ARA's views and desires. Typical subjects include: administrative matters,
letters of acknowledgment, program, general office and Regional policies. Signs
correspondence for the ARA in his absence when technical or policy content has
previously been cleared. Prepares regular and special records and reports as necessary.
Prepares/composes correspondence in response to requests for information, or as
specified by the ARA.
Reviews correspondence and documents prepared for the ARA's signature and
ascertains its conformance to known administrative policies and regulations. On own
initiative, returns such documents to originator for necessary corrections. Gives advice
and instructions to subordinate units, Branches or Sections to obtain a higher degree of
compliance with general policies and correspondence procedures.
Makes arrangements for conferences, including space, time, attendees, etc.
Collects background material in accordance with instructions. Attends conferences and
prepares summaries, noting action items assigned. Follows-up on action items from the
Planning and Tracking System (PATS) or other meetings. Takes ARA's meeting notes
as directed by supervisor.
Pag* A-24
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Writes resumes of conferences and weekly Division meetings. Summarizes action
items and distributes to participants who are expected to take action. Organizes and
implements follow-up on action items to insure schedules are met and reports progress
to the ARA.
Provides day-to-day guidance to clerical employees who support the ARA. Trains
clerical employees and establishes operating procedures and work priorities. Provides
general guidance to all staff members on clerical and administrative matters. Observes
the need for procedural notices or instructions to staff, and prepares the necessary
issuances and presents them to the supervisor for signature. Devises and installs
procedures for internal Division use. Acts upon requests from outside the immediate
office concerning procedural or administrative requirements; organizes the flow of clerical
processes among Branch Secretaries and organizations outside the Division.
Independently performs review and analysis of various administrative and office
operations and functions, and formulates recommendations for action to the ARA.
Performs special administrative projects as assigned, providing review, analysis
and recommendations to the ARA and Deputy ARA.
Maintains detailed tracking systems using Lotus and DBase programs for all Policy
and Management training, travel and award dollars. This includes all detailed line-item
transactions and produces detailed and summary reports monthly and as requested by
Division managers.
Tracks all the Division's Performance Agreements to assure they are in-place and
on-time for each fiscal year. Guarantees all Performance Appraisals are completed by
using a checklist and assures award packages are delivered to Human Resources in a
timely manner. Prepares all award certificates.
Serves as central point for tracing of SF-52s. After receipt of SF-52, it is logged-in
on a Lotus program and given a tracking number and appropriation code. Assures all
signatures are in-place and then handcarried to Human Resources.
Serves as files coordinator for the Immediate Office of the Director. Ensures that
the file system of the Immediate Office of the Director is well maintained and transfers
and disposes of records in accordance with established guidelines.
Oversees handling of the electronic mail system (E-mail) for the ARA's office.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Oversees review of incoming mail to the Division; designates action and follow-up
to ensure deadlines are met. Oversees maintenance of correspondence log of all
incoming correspondence by clerical staff.
Assists clerical personnel in their career development by encouraging and
facilitating their attendance at career-growth training sessions, and by ensuring that their
supervisors have prepared Career Management Plans for them.
Supervises one clerical employee. Employee is delegated personnel and
supervisory responsibilities. (Optional paragraph.)
Factor 1 Knowledge Required by the Position:
Knowledge of the duties, priorities, commitments, policies, and program goals of
the agency sufficient to perform duties such as compiling data and information to be used
for reports or responses to inquiries to compose a variety of correspondence, and to
organize the flow of clerical and administrative processes among Division secretary and
clerical employees.
Knowledge of the substantive programs of the Division as related to the Division's
clerical and administrative support functions.
Knowledge and skill to coordinate the work of the office with other offices, including
advising secretaries in subordinate offices on new procedures or regulations, and on
information to be provided for use in conferences or reports.
Knowledge of grammar, spelling, punctuation and required formats.
Incumbent must be a skilled typist and have knowledge of office automation
systems such as word-processing, electronic mail, database management, graphic and
spreadsheet softwares to prepare correspondence and various documents.
Factor 2 - Supervisory Controls:
Incumbent works under the general supervision of the Director who sets overall
objectives of work and from time-to-time gives specific assignments with a brief
explanation of the assignment's purpose. Incumbent personally sets the deadlines for the
work to be done based upon a knowledge of the overall functions and projects of the
Division. Incumbent performs the duties of the job independently, referring only the most
complex problems to the ARA and/or Deputy. Many situations and conflicts arise which
Pag« A-26
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
require independent resolution by the incumbent. The work is reviewed to ensure that
the overall objectives of the position are met.
Factor 3 - Guidelines:
Guidelines include the official airline guide, hotel and travel index, dictionaries, style
manuals and agency instructions, concerning such matters as correspondence, travel and
leave regulations, as well as the unwritten policies of the Office of the Director.
Interpretation and adaption of guidelines and policies to specific problems are
frequently required, e.g., in determining priorities, resolving complaints and making
recommendations for changes. The incumbent instructs and assists secretaries in
subordinate organizations with problems.
Factor 4 - Complexity:
The incumbent coordinates and controls clerical and administrative work, not only
in the Immediate Office, but throughout the entire Division.
The work involves different and unrelated processes and methods. Decisions
regarding what needs to be done are based on incumbent's knowledge of the duties,
priorities, commitments, policies, and program goals of the Division Director and
managers, this involves analysis of the subject, phase, or issues in varied situations, e.g.,
assembling information for reports or composing correspondence in response to requests
for information.
Factor 5 Scope and Effect:
The incumbent ensures that the clerical and administrative work of the Division is
accomplished effectively in accordance with appropriate policies and procedures, allowing
the Director to concentrate on managerial duties. The incumbent reviews the work of
others and gives advice concerning administrative requirements. The degree to which
this is done affects the reliability and acceptability of the work of subordinate units, and
thereby affects the entire Division.
Factor 6 - Personal Contacts:
Contacts include employees of the Division, State and local high level officials both
within the Agency and in other agencies and at Headquarters who deal with the Division
on a wide variety of matters.
Pag«A-27
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 7 - Purpose of Contacts:
The purpose of personal contacts is to plan and coordinate the work of the
Director's office.
Factor 8 Physical Demands:
The work is sedentary, which may require some walking, standing, bending, or
carrying of light items.
Factor 9 - Work Environment:
The work is performed in an office environment with no unusual risks or discomfort.
Pag* A-28
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
5. EXECUTIVE OFFICE MANAGER
(GS-318-08)
Introduction:
The position, located in the Immediate Office of the Division, provides administra-
tive assistance to the Director.
Work Situation B:
The Division is subdivided into staff units, Branches and Sections and includes
approximately employees. The incumbent serves as a personal confidential assistant
to the Director. Incumbent provides leadership to the Division's secretarial and clerical
employees to keep them aware of administrative office procedures, requirements,
instructions and policies.
Major Duties and Responsibilities:
Receives all visitors and redirects telephone calls to the Director. Determines
nature of business of visitors. Decides whether the importance of business, rank or
position of visitor is such as to require personal attention of the Director or if the-visitor
should be referred to the Deputy Director, appropriate Branch Chief or staff specialist.
Incumbent is authorized to give out information to callers upon determination of their right
to receive it. When calls involve matters on which the Director will require background
information, tactfully postpones the conversation, obtains the required information and
then informs the Director of the pending call.
Receives requests from other organizations within the agency for information
concerning programs under the Director's control. From available background data,
summarizes or prepares excerpts from files and documents. On the basis of general
instruction as to the nature of the subject matter desired, follows-up to see that the
Branches in the Division submit timely responses. Serves as liaison with EPA
Headquarters or the Regional Administrator's Office for any such reporting.
Serves as liaison between the Director and the Branches by insuring timely
follow-up on action items and by providing accurate, timely advice on procedures, reports,
requirements, and other matters necessary to implement the Director's policies, directives
and instructions.
Pag«A-29
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
In the absence of the Director, incumbent assumes responsibility for ensuring that
requests for action or information, which would normally receive the Director's attention,
are made known to the Deputy Director or responsible Branch Chief who can satisfy the
request. Monitors resulting activities for the purpose of briefing the Director. Decides
whether important or emergency matters should be brought to the Director's attention
when the Director is absent, but accessible.
Plans Director's travel itinerary. Arranges schedule of visits, and ensures
transportation and hotel reservations are made. Notifies organizations and officials to be
visited. Keeps in touch with Director enroute. Ensures that thank-you letters, as
appropriate, are written after the Director returns. Prepares and submits travel vouchers
for the Director or other travelers from the Office of the Director. Assumes independent
responsibility for correct application of travel regulations before submission of vouchers
for payment. Provides advice on preparation of travel vouchers, travel orders, and related
forms.
Manages the Director's calendar and appointments. On own initiative and
discretion, establishes priorities, sets up, reschedules, or refuses appointments, accepts
or declines invitations to meetings and arranges for representation by a subordinate
official when that is desirable. Obtains and assembles basic and background information
and materials pertinent to meetings and conferences.
Composes correspondence on oral instructions or on own initiative, based on a
knowledge of Director's views and desires. Typical subjects include administrative
matters, letters of acknowledgment, program, general office and Regional policies. Signs
correspondence for the Director in his/her absence when technical or policy content has
previously been cleared. Prepares regular and special records and reports as necessary.
Prepares/composes correspondence in response to requests for information, or as
specified by the Director.
Reviews correspondence and documents prepared for the Director's signature and
ascertains its conformance to known administrative policies and regulations. On own
initiative, returns such documents to originator for necessary corrections. Gives advice
and instructions to subordinate units, Branches or Sections to obtain a higher degree of
compliance with general policies and correspondence procedures.
Pag* A-30
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Makes arrangements for conferences, including space, time, attendees, etc.
Collects background material in accordance with instructions. Attends conferences and
prepares summaries, noting action items assigned. Follows-up on action items from the
established program and administrative management planning systems or other meetings.
Takes Director's meeting notes as directed by supervisor.
Writes resumes of conferences and weekly Division meetings. Summarizes action
items and distributes to participants who are expected to take action. Organizes and
implements follow-up on action items to insure schedules are met and reports progress
to the Director.
Provides day-to-day guidance to clerical employees who support the Division.
Trains clerical employees and establishes operating procedures and work priorities.
Provides general guidance to all staff members on clerical and administrative matters.
Observes the need for procedural notices or instructions to staff, and prepares the
necessary issuances and presents them to the supervisor for signature. Devises and
installs Procedures for internal Division use. Acts upon requests from outside the
immediate office concerning procedural or administrative requirements; organizes the flow
of clerical processes among Branch Secretaries and organizations outside the Division.
Independently performs review and analysis of various administrative and office
operations and functions, and formulates recommendations for action to the Director.
Performs special administrative projects as assigned, providing review, analysis
and recommendations to the Director or Deputy Director.
Serves as files coordinator for the Immediate Office of the Director. Ensures that
the file system of the Immediate Office of the Director is well maintained and transfers
and disposes of records in accordance with established guidelines.
Oversees handling of the electronic mail system (E-Mail) for the Director's office.
Oversees review of incoming mail to the Division; designates action and follow-up
to ensure deadlines are met. Oversees maintenance of correspondence log of all
incoming correspondence by clerical staff.
Assists clerical personnel in their career development by encouraging and
facilitating their attendance at career-growth training sessions, and by ensuring that their
supervisors have prepared Career Management Plans for them.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Supervises to clerical employees. Employee is delegated personnel and
supervisory responsibilities. (Optional Paragraph.)
Performs related duties as assigned.
Factor 1 Knowledge Required by the Position:
Knowledge of the duties, priorities, commitments, policies, and program goals of
the agency sufficient to perform duties such as compiling data and information to be used
for reports or responses to inquiries to compose a variety of correspondence, and to
organize the flow of clerical and administrative processes among Division secretary and
clerical employees.
Knowledge of the substantive programs of the Division as related to the Division's
clerical and administrative support functions.
Knowledge and skill to coordinate the work of the office with other offices, including
advising secretaries in subordinate offices on new procedures or regulations, and on
information to be provided for use in conferences or reports.
Knowledge of grammar, spelling, punctuation and required formats.
Incumbent must be a skilled typist and have knowledge of office automation
systems such as word-processing, electronic mail, database management, graphic and
spreadsheet softwares to prepare correspondence and various documents.
Factor 2 - Supervisory Controls:
Incumbent works under the general supervision of the Director who sets overall
objectives of work and from time-to-time gives specific assignments with a brief
explanation of the assignment's purpose. Incumbent personally sets the deadlines for the
work to be done based upon a knowledge of the overall functions and projects of the
Division. Incumbent performs the duties of the job independently, referring only the most
complex problems to the Director and/or Deputy. Many situations and conflicts arise
which require independent resolution by the incumbent. The work is reviewed to ensure
that the overall objectives of the position are met.
Page A-32
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 3 Guidelines:
Guidelines include the Official Airline Guide, Hotel & Travel Index, dictionaries,
style manuals and agency instructions, concerning such matters as correspondence,
travel and leave regulations, as well as the unwritten policies of the Office of the Director.
Interpretation and adaptation of guidelines and policies to specific problems are
frequently required, e.g., in determining priorities, resolving complaints and making
recommendations for changes. The incumbent instructs and assists secretaries in
subordinate organizations with problems.
Factor 4 - Complexity:
The incumbent coordinates and controls clerical and administrative work, not only
in the Immediate Office, but throughout the entire Division.
The work involves different and unrelated processes and methods. Decisions
regarding what needs to be done are based on incumbent's knowledge of the duties,
priorities, commitments, policies, and program goals of the Division Director and
managers. This involves analysis of the subject, phase, or issues in varied situations,
e.g., assembling information for reports or composing correspondence in response to
requests for information.
Factor 5 Scope and Effect:
The incumbent ensures that the clerical and administrative work of the Division is
accomplished effectively in accordance with appropriate policies-arid procedures, allowing
the Director to concentrate on managerial duties. The incumbent reviews the work of
others and gives advice concerning administrative requirements. The degree to which
this is done affects the reliability and acceptability of the work of subordinate units, and
thereby affects the entire Division.
Factor 6 - Personal Contacts:
Contacts include employees of the Division, state, and local high level officials both
within the agency and in other agencies and at Headquarters who deal with the Division
on a wide variety of matters.
PapA-33
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 7 - Purpose of Contacts:
The purpose of personal contacts is to plan and coordinate the work of the
Director's office.
Factor 8 - Physical Demands:
The work is sedentary, which may require some .walking, standing, bending or
carrying of light items.
Factor 9 - Work Environment:
The work is performed in an office environment with no unusual risks or discomfort.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
6. EXECUTIVE OFFICE MANAGER
(GS-318-09)
Introduction:
Incumbent provides administrative office support to the organization. Provides
day-to-day supervision to clerical staff within the immediate office, and provides
leadership to external secretarial and clerical employees to keep them aware of new
office procedures, administrative requirements, instructions and procedures and the like.
Major Duties and Responsibilities:
Receives all visitors and telephone calls to the Chief. Determines nature of call
or business of visitors. If business requires the attention of engineering or scientifically
qualified personnel, decides whetherthe importance of business, rank or position of visitor
is such as to require personal attention of the supervisor, or if the visitor should be
referred to the appropriate division concerned with the engineering or scientific subject.
Incumbent is authorized to give out administrative and technical information to callers
upon determination of their right to receive it. When calls involve matters on which the
supervisor will require background information, tactfully postpones the conversation,
obtains the required information, and~presents the information when informing the
supervisor of the pending call.
Controls the supervisor's activities schedule and reminds the supervisor of
appointments. On own initiative and discretion, establishes priorities, sets up,
reschedules, or refuses appointments, accepts or declines invitations to meetings, and
arranges for representation by a subordinate official when that is desirable.
Serves as buffer and acts as liaison between the supervisor and the division and
staff personnel by providing accurate, timely advice on procedures, reports, requirements,
and other matters necessary to implement the supervisor's policies, directives, and
instructions.
Reviews correspondence and documents prepared for signature of or requiring
coordination by the supervisor for content and conformance with regulations, and special
policies of the Region. On own initiative, returns such communications to the originator
for correction when not in conformance with known policies or correspondence
regulations. Gives advice and instructions to subordinate offices through discussions with
author or secretary to obtain higher degree of compliance with general policies and
correspondence regulations. Monitors and controls executive communications correspondence.
Page A-35
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
In the absence of the supervisor, incumbent assumes responsibility for ensuring
that requests for action or information, which would normally receive the supervisor's
attention, are made known to the acting supervisor or responsible division or staff
personnel who can satisfy the request. Monitors resulting activities for the purpose of
briefing the supervisor. Decides whether important or emergency matters should be
brought to the supervisor's attention when supervisor is away from the office, but
accessible.
Reads incoming publications, regulations and directives which may be important
to the activities of the supervisor or members of the staff. Refers those of importance or
interest to the supervisor.
Receives requests from other organizations within the agency for information
concerning programs under the supervisor's control. From available background data,
assembles requested information or follows up to see that subordinates submit required
answers within the specified time.
Composes correspondence on own initiative, based on a knowledge of supervisor's
views and desires. Typical subject include administrative matters, letters of acknowledg-
ment, general office and Regional policies, acceptance of invitations, and cancellation of
conferences. Signs correspondence forthe supervisor in the supervisor's absence when
technical or policy content has previously been cleared. Prepares regular and special
records and reports as necessary. Prepares similar paper work to ease the flow of work
through the office and provides the supervisor with current information in readily
accessible form.
Makes all necessary arrangements for travel, arranging schedule of visits, making
transportation and hotel reservations, notifying organizations and officials to be visited,
keeping in touch with the supervisor enroute, writing thank-you letters after the
supervisor's return, and submitting travel vouchers and reports.
Writes summaries of conferences and gives copies to participants who are
expected to take action as result of conferences. On own initiative, follows up on projects
resulting from conferences to insure that schedules are met and reports progress to the
supervisor.
Performs related duties as assigned.
Pag«A-36
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 1 - Knowledge Required by the Position:
Knowledge of the duties, priorities, commitments, policies and goals of the
supervisor and the staff to perform non-routine assignments such as independently noting
and following up on commitments made tat meetings and conferences by staff members.
Knowledge of the substantive programs of the office as they relate to the
applicable administrative and clerical functions.
Incumbent must be a skilled typist and have knowledge of office automation
systems such as word-processing, electronic mail, database management, graphic and
spreadsheet softwares to prepare correspondence and various documents.
Knowledge of grammar, spelling, punctuation and required formats.
Work Situation C:
Supervises a major organizational unit which is divided into several echelons. The
organizational unit has many complex programs which are interrelated with other major
organizational units. The supervisor manages staff specialists responsible for coordinat-
ing and/or providing administrative support in such areas as personnel, budget, facilities,
etc. The programs require extensive dealings and coordination with individuals external
to EPA. The supervisor is a member of several committees of great importance to the
agency and the membership consists of executive officials.
Factor 2 Supervisory Controls:
Incumbent works under the general supervision of the supervisor who sets the
overall objectives of the work and from time-to-time give specific assignments with a brief
explanation of the assignment's purpose. Incumbent personally sets the deadlines for
most of the work to be done. Incumbent performs the duties of the job independently,
referring only the most complex problems to the supervisor. Many situations and conflicts
arise which require the Office Manager to determine the approach and resolve them. The
work is reviewed to ensure that the overall objectives of the position are met.
Pag« A-37
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 3 - Guidelines:
In addition to guidelines such as dictionaries, style manuals and agency
instructions, guidelines for this position include standing policies, instructions and
rules-of-thumb established by the supervisor. Incumbent also analyzes results,
recognizes the need for changes, and recommends changes.
Factor 4 - Complexity:
Incumbent must identify and understand the inter-relationship between the various
procedures and controls, between the various operations of the office, and between the
operations of the office and the various public and private groups interested in those
operations.
Decisions regarding what needs to be done are based on secretary's knowledge
of the policies, priorities and goals of the supervisor and the staff and involve analysis of
the subject, phase or issues involved in individual assignments.
The work includes various duties involving different and unrelated processes and
methods. The incumbent is responsible for ensuring that the procedures and administra-
tive controls of the office work smoothly and that administrative details are not overlooked.
Factor 5 Scope and Effect:
This position performs not only the administrative functions of the office, but also
performs varied management support functions that are critical to a wide range of agency
activities. The incumbent modifies and devises methods and procedures that significantly
and consistently effect the accomplishment of the mission of the office. The incumbent
identifies and resolves various problems and situations that affect the orderly and efficient
flow of work in progress with parties outside the organization.
Factor 6 - Personal Contacts:
Personal contacts are with individuals inside and outside the agency. The
incumbent must establish the purpose of the contact and determine if the contact should
be referred to the supervisor or a more appropriate staff person. A great deal of skill and
tact is required to handle the contact as the incumbent is often speaking to individuals
concerning a wide variety of environmental issues and often includes contacts with
attorneys, news media, public interest groups and state and local agencies.
Pag«A-38
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 7 Purpose of Contacts:
Incumbent coordinates the work of others. Although the contacts often require
considerable tact and diplomacy, the persons dealt with are usually working toward
mutual goals and generally have cooperative attitudes.
Factor 8 Physical Demands:
Incumbent's work requires some walking, standing, bending and carrying of light
items such as books and papers.
Factor 9 - Work Environment:
Work includes the everyday risks and discomforts typical of offices and meeting
rooms.
Pag* A-39
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Pag«A-40
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
7. EXECUTIVE ASSISTANT
(GS-318-10)
Introduction:
The incumbent assists the Regional Administrator (RA) of a Regional Office for the
U.S. Environmental Protection Agency (EPA) which includes five divisions with
responsibility for the following States: (insert States).
Major Duties and Responsibilities:
Acts as office manager for the RA's office and ensures that the practices and
procedures used by secretaries in subordinate offices are consistent with those of the
RA's office. On own initiative, recommends changes in regional administrative policies.
Devises and installs office procedures and practices to be used by secretanes in
subordinate offices. Approves agenda for and directs periodic secretarial training
sessions for all secretaries to division directors. The agenda includes training in all
phases of secretarial work, such as correspondence, telephone procedures, publications,
directives, reports and public relation responsibilities.
Responds to inquiries and administrative problems brought to the RA by members
of the staff and officials of EPA Headquarters, state governors or mayors of large cities,
leading representatives of other countries, other regions and environmental organizations,
presidents of large national or international firms, other federal agencies and Members
of Congress. Notifies the appropriate staff officials of the need for information or
recommendations, and either prepares the response or follows up to ensure a timely
response by others.
Exercises exclusive control over the RA's appointments, with complete authority
for commitments of time. Screens all calls and visitors, answering most questions and
completing most business involving established policy or routine matters without referring
people to the RA.
Receives all correspondence for the RA; replies to mail not requiring the RA's
attention; routes matters requiring action by regional division directors; and follows up to
ensure that actions are completed. Screens all correspondence prepared for the RA's
signature for clarity, completeness of reply, and grammatical and procedural correctness.
Returns inadequate submissions for retyping or recomposition. Signs correspondence
and certain procedural authorizations in the name of the RA when previous instructions
have covered the matter. Screens all publications, directives and periodicals, and brings
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those of significance to the RA's attention. In the absence of the RA, maintains a file of
correspondence aid events of which the RA should know, and, upon the RA's return,
brings such matters to the RA's attention.
Arranges conferences for the RA, and at the request of EPA Headquarters officials,
for meetings to be held locally. This includes preparing an agendum, notifying
participants, and arranging luncheons and similar matters. Develops background
information and composes drafts of introductions and talks to be presented at various
meetings by the RA. Attends and records the minutes of meetings which are later
summarized and distributed. Checks to ensure that commitments made at the meetings
are met and keeps the RA informed.
Supervises the work of general administrative support staff. Plans work schedules
and sequence of operations on a weekly, monthly or project-to-project basis to meet the
general schedules, priorities and requirements established by the RA. Determines how
the workload should be assigned, processes and reviewed to achieve an acceptable level
of quality. Carries out established personnel functions and practices, and keeps the
employee informed about important aspects of personnel management programs.
Takes and transcribes dictation from the RA. Such dictation includes technical
terminology in such fields as life sciences, environmental engineering and physical
sciences. Transcribes dictation into letters, endorsements, messages, office instructions
and reports with responsibility for sentence structure, grammar and spelling.
Performs other related duties as assigned by the RA.
Factor 1 - Knowledge Required by the Position:
A basic foundation of administrative concepts and practices sufficient to enable the
incumbent to recommend changes in regional administrative policies, devise and install
procedures and office practices affecting subordinate organizations and foresee
administrative problems and requirements.
Knowledge of the RA's views sufficient to enable the incumbent to perform duties
such as developing material for the RA's use in public speaking engagements.
Knowledge of the substantive programs of the region as they relate to the region's
administrative and clerical functions.
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Skills in advising secretaries in subordinate organizations concerning such matters
as directives, reports, correspondence and telephone procedures.
Skill in taking and transcribing dictation. A qualified stenographer is required.
Incumbent must be a skilled typist and have knowledge of office automation
systems such as word-processing, electronic mail, database management, graphic and
spreadsheet softwares to prepare correspondence and various documents.
Knowledge of grammar, spelling, punctuation and required formats.
Work Situation C:
The Regional Office is divided into large divisions, each of which is further
subdivided into several echelons. The divisions differ from one another in such aspects
as subject matter, functions and relationships with other organizations. The Regional
Office is responsible for overall management and coordination of a regional program for
comprehensive and integrated environmental planning and protection activities, which
requires extensive administrative controls within the Region as well as extensive dealings
with EPA Headquarters offices, other federal agencies, and state and local agencies. The
Regional Office includes organizations specifically responsible for carrying out
administrative functions such as human resources management, financial management
and administrative services. There is active and extensive public interest and participa-
tion in EPA's programs which result in the RA and DRA spending a substantial amount
of time in personal contacts with Members of Congress, leading representatives of other
countries, presidents of large national or international firms, the news media, state
governors, mayors or large cities and public action groups.
Factor 2 Supervisory Controls:
The RA establishes the overall objectives of the work based on the priorities and
needs of the region. The incumbent is frequently required to handle office emergencies
and to resolve situations requiring initiative in determining methods to use and approach
to be taken based on established objectives. The RA reviews the work only for its
general effectiveness.
Factor 3 - Guidelines:
Guides include the policies, priorities and commitments of the RA; the administra-
tive policies and procedures of the region; and standard office practices. Many situations
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
are not covered by the guidelines, and they, therefore, require interpretation and
adaptation.
Factor 4 - Complexity:
The work includes various duties requiring different and unrelated processes and
methods. Decisions concerning what needs to be done, and how it should be done, are
based on an understanding of the interrelationships among the organizations, people and
issues involved.
Factor 5 Scope and Effect:
The incumbent modifies and devises methods and procedures that significantly and
consistently affect the accomplishments of the mission of the Region. The incumbent
identifies and resolves various problems and situations that affect the orderly and efficient
flow of work in transactions with organizations outside the office.
Factor 6 - Personal Contacts:
Contacts are with Members of Congress, state governors or mayors of large cities,
officials of EPA Headquarters, leading representatives of other countries, representatives
of environmental groups, presidents of large, national or international firms, officials of
other agencies and the news media, in highly unstructured settings.
Factor 7 - Purpose of Contacts:
The incumbent plans and coordinates the work of the office, resolving problems
through such duties as ensuring the smooth flow of correspondence, arranging
conferences and following up to ensure that required actions are completed.
Factor 8 - Physical Demands:
The work is sedentary. It occasionally requires carrying light objects such as files,
books and paper. No special physical qualifications are required.
Factor 9 - Work Environment:
The work is performed in an office setting.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
8. EXECUTIVE ASSISTANT
(GS-318-11)
Introduction:
The incumbent serves as the Executive Assistant to the Regional Administrator
(RA) and the Deputy Regional Administrator (ORA), and other scientific and professional
employees in the Office of the Regional Administrator. As such, incumbent works closely
with the RA, DRA, and Senior Staff, and has substantial interaction with the Human
Resources Office (HRO) and budget offices. The incumbent will also supervise
subordinate clerical staff.
Major Duties and Responsibilities:
The incumbent serves as a personal confidential assistant to the RA and maintains
the RA's personal files of correspondence and documents concerning pending
investigations, effectiveness reports and similar subject.
Acts as office manager for the RA's office and ensures that the practices and
procedures used by secretaries in subordinate offices are consistent with those of the
RA's office. On own initiative recommends changes in Regional administrative policies.
Devises and installs office procedures and practices to be used by secretaries in
subordinate offices. Approves agenda for and directs periodic secretarial training
sessions for all secretaries to Division Directors. The agenda includes training in all
phases of secretarial work, such as correspondence, telephone procedures, publications,
directives, reports and public relations responsibilities.
Reviews correspondence, briefing material and reports prepared by the Regional
staff for the RA/DRA to ensure that they are complete, thorough, appropriate and useful.
Evaluation is based on an analysis of the comments on regional program, an awareness
of the effects on Regional policies and knowledge of related issues or projects. Often
summarizes an condenses the issues for the RA.
As liaison between the RA's office and the Divisions of the Region, as well as the
offices of EPA Headquarters, ensures that internal/external communications are effective,
and provides timely follow up of requests for actin or information. Maintains an
awareness of priority Regional programs and of all problems and issues which are of
importance to the RA/DRA. Ensures that actions taken by the Regional Office are
consistent with EPA policies and program guidance. Coordinates with Headquarters
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
officials when important precedents are anticipated or where there is national public
interest in the issues or outcome.
Serves as the initial source of information between the RA/ORA and program
managers on the status of critically sensitive issues, problems and projects which affect
overall Regional program accomplishments. Maintains constant contact with program
managers who provide information and follow-up on programs.
Responds to inquiries and administrative problems brought to the RA/DRA by
members of the staff and officials of EPA Headquarters, State Governors or Mayors of
large cities, leading representatives, Members of Congress, other Federal agencies,
presidents of international and national firms, etc. Notifies the appropriate staff officials
of the need for information or recommendations, and either prepares the response or
follows up to ensure a timely response by others.
Exercises exclusive control over the RA's appointments, with complete authority
for commitments of time. Screens all calls and visitors, answering most questions and
completing most business involving established policy or routine matters without referring
people to the RA/ORA. Signs correspondence for the RA/ORA in his/her absence when
technical or policy contact has previously been cleared. In the absence of the RA,
prepares summaries of important transactions which have occurred during his/her
absence.
Arranges conferences for the RA/DRA, and at the request of EPA Headquarters
officials, for meetings to be held locally. This includes preparing an agenda, notifying
participants, and arranging luncheons and similar matters. Develops background
information and composes drafts of introductions and talks to be presented at various
meetings by the RA/ORA. Checks to ensure that commitments made at the meetings are
met and keeps the RA informed.
Handles special projects assigned by the RA or DRA, such as writing special
reports or justifications, and representing RA and/or DRA at meetings. The complexity
and difficulty of the projects and issues dealt with arise from a variety of considerations.
Serves as principle point of contact with the HRO and the RA/DRA on all aspects
of personnel management within the ORA. This includes recruitment, promotions,
classifications, resignations, and follow-up. Ensures that proper procedures are followed
and deadlines are met in a timely manner. Maintains the RA's staffing plan and carefully
tracks the glidepath and all personnel actions that impact the budget process. Keeps an
up-to-date record of staffing to ensure that employment ceilings are not exceeded and
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estimates future staffing needs. Directs the preparation of various personnel reports.
Works closely with the HRO and serves in liaison capacity so that ORA's needs are met.
Ensures that supervisors and employees are kept appraised of changes in or of newly
established personnel policies and procedures and advises them on personnel
management.
Based on HRO's advice and own knowledge, provides alternative solutions on
personnel management issues to the RA/DRA. Problems typically include projecting the
effect and change in program management would have on grade levels of current
positions; options on filling hard-to-fill positions; causes of turnover, handling unsatisfacto-
ry performance; or similar issues. Monitors the operation of the executive and employee
appraisal systems. Initiates and monitors the recruitment of new personnel under the
purview of the RA/DRA. Assists the HRO in monitoring and guiding the operation of the
Merit Promotion Plan in the ORA. Works with the HRO on classification, grievances, and
the awards program for the ORA.
Coordinates the ORA's budget activities with the Regional Comptroller on all fiscal
matters. Evaluates the impact of Regional budget decisions on the ORA's programs and
management. Prepares budget estimates and justification statements, status of funds
reports and other budgetary information. Assesses trends in the area of FTS, travel,
supplies, equipment service costs to determine the reasonableness of cost. Exercises
responsibility for approving purchases for the ORA in amounts not to exceed delegated
amount.
Performs a variety of fact gathering and evaluation functions associated with the
formulation and execution of the ORA budget Advises the RA/DRA of matters relating
to Regional financial resources management, interprets and explains how policies and
procedures in these areas affect Regional management and program operation activities
and recommends solutions to problems.
Manages the ORA's space, furniture, and equipment activities and needs.
Evaluates data and initiatives and/or conducts studies to determine immediate and long-
term space and equipment needs for the ORA in the Region. Coordinates and controls
the requisitions for furniture, equipment and supplies. Consults with RA/DRA regarding
space and equipment needs. Negotiates with Administrative Management Branch in
obtaining new space, relocation of facilities and problems involving building services.
Responsible for coordinating the layout and management of ORA's office space.
Performs other related duties as assigned.
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Factor 1 - Knowledge Required by the Position:
Extensive knowledge of administrative concepts and practices sufficient to enable
the incumbent to recommend changes in Regional administrative policies, devise and
install procedures and office practices affecting subordinate organizations and foresee
administrative problems and requirements.
Knowledge of the duties, priorities, commitments, goals and policies of the
Regional Administrator to fully participate in the management of the Immediate Office.
Basic knowledge of environmental laws and regulations, governing the principles,
practices and techniques of environmental planning and protection. Knowledge of EPA's
operating programs and their interrelationships. Knowledge of Regional program and
policy issues related to environmental planning and protection.
Skills in advising secretaries in subordinate organizations concerning such matters
as directives, reports, correspondence and telephone procedures.
Skill in communication, both written and oral, to establish effective relationships
both within and outside the ORA to resolve problems, and to present findings and
recommendations.
Basic knowledge of such areas as classification, merit promotion policies,
employee appraisal system, Government regulations concerning travel, time and leave,
organizational structure, qualifications standards, and methods of acquiring services
necessary to support operations so that advice and recommendation can be given to
managers and employees.
Knowledge of and skill in applying the principles and practices of budget
formulation to review, edit, and consolidate budget estimates to coordinate the proposed
budget each fiscal year.
Knowledge of and skill in applying the principles, practices and methods of budget
execution to determine whether obligations, expenditures, and requested allotments are
within funding limitations in the approved budget.
Incumbent must be a skilled typist and have knowledge of office automation
systems such as word-processing, electronic mail, database management, graphic and
spreadsheet softwares to prepare correspondence and various documents.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Skill in dealing effectively with voluminous amount of information.
Factor 2 Supervisory Controls:
Works under the general supervision of the Regional Administrator who initially
established the overall objectives and priorities of the work in the office. Independently
plans own work based on a thorough knowledge of work to be done, status of work
currently in the office, deadline dates, and the relative importance of the various aspects
of regular duties and special assignments in accordance with established policies.
Completed work receives a cursory review only.
Factor 3 Guidelines:
Guidelines include EPA guidelines and regulations and the operating policies of the
Regional Administrator. Incumbent interprets and adapts ail Agency instructions utilizing
RA's guidelines to specific situations; analyses results, recognizes the need for changes;
recommends changes to RA and with his/her instructions, implements those changes.
Very unusual or complex problems are referred to the supervisor.
Factor 4 - Complexity:
Work is complex in that duties are numerous and varied, requiring different
methods and procedures to complete. Priorities are subject to rapid change. Assign-
ments involve making decisions on what needs to be done and how it should be done
based on the operating policies, priorities, and commitments of the RA and the subjects
and/or issues involved.
Factor 5 - Scope and Effect:
The incumbent ensures that the administrative work of the RA's office is
accomplished efficiently and effectively allowing the RA to concentrate on professional
and managerial duties. The degree which administrative support is provided impacts the
timeliness of services provided to the Region and the general public by the Regional
Administrator.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 6 Personal Contacts:
Contacts are with supervisor and employees within the Agency, officials of both
Federal and non-Federal agencies, high ranking governmental officials, organizations
outside EPA and the general public. Contacts may be initiated by the employee and may
be frequent and recurring since the employee functions in a liaison capacity with program
officials.
Factor 7 - Purpose of Contacts:
Contacts are for the purpose of requesting information, exchanging factual and
non-technical information, responding to inquiries, expediting the work of the RA's office,
and providing administrative services and support to employees assigned to the RA's
office. The establishment of contacts is frequently an important aspect of the work and
requires tact and negotiating skills.
Factor 8 - Physical Demands:
The work is sedentary in nature. The work requires some walking, standing,
bending, and carrying of light items such as books, papers, files.
Factor 9 Work Environment:
Work is usually performed in an adequately lighted, heated, and ventilated office
setting.
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APPENDIX B
OFFICE AUTOMATION ASSISTANT
POSITION DESCRIPTIONS
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Pag«B-2
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
The following positions descriptions represent Office Automation Assistant positions
GS-05 through GS-07.
NUMBER
1
2
3
POSITION DESCRIPTION TITLE AND GRADE
Title
Office Automation
Assistant
Office Automation
Assistant
Office Automation
Assistant
Position Series/Grade
GS-326-05
GS-326-06
GS-326-07
PAGE
5
11
13
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
1. OFRCE AUTOMATION ASSISTANT
(GS-326-05)
Introduction:
In support of the office, the incumbent provides general clerical and office
automation support services. The purpose of the position is to enhance office
productivity.
Major Duties and Responsibilities:
Fully utilizes the advanced features and capabilities of word-processing software,
including line spacing, page numbering, indenting text, page breaks, spellcheck,
customizing formats, opening windows for importation of graphics or special symbols, use
of macros, precise alignment of columns, etc., to type drafts/finals of regular and complex
correspondence, memoranda, reports, forms, questionnaires, charts and records
pertaining to the office. Ascertains accuracy and conformance to office procedures.
Ensures correct punctuation, capitalization, spelling, grammar, format, attachment of
related materials, correct number of copies, routing. Requests for typing may come from
staff and management. Typing may involve specialized terminology.
Receives documents electronically from staff members who are not fully trained
in EPA correspondence and word-processing procedures. Reformats documents into
correct EPA format, adjusts spacing for good appearance and clarity. Identifies and
corrects extraneous, erroneous or missing function codes which can be displayed on the
screen. Corrects grammar, spelling and punctuation. Collects attachments, enclosures
and background material into signature folders. Prepares concurrence sheet, routing slip
and mailing envelop.
Utilizes graphics software to provide graphic symbols, charts and graphs for slides,
viewgraphs and flipcharts.
Receives telephone calls and visitors for the office. Incumbent has the first-line
responsibility to answer callers questions from the general public. Must be knowledge-
able in office programs to answer routine, non-technical questions. Incumbent is
knowledgeable about the roles and programmatic responsibilities of approximately 250
individuals within the office to route incoming callers and visitors to the appropriate
individual, or in some cases, another agency for response to non-routine, technical and
site-specific information requests.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Routes incoming mail to appropriate destination. Controls/decontrols correspon-
dence and FOIA's and routes to appropriate personnel for response. This requires
understanding the program responsibilities of various organizational units. Prepares
outgoing correspondence and material. Reviews outgoing correspondence for format,
clarity, typographical accuracy, conformance with procedural instructions, and presence
of all background materials. Ensures signatures, attachments, and envelopes are
properly prepared and completed.
Incumbent is fully conversant in the capabilities and uses for E-MAIL and receives
as well as transmits materials by this electronic method.
Provides assistance and backup to the office Secretary as needed or in
accordance with established schedules.
Prepares biweekly time and attendance reports in an accurate and timely manner
or serves as backup timekeeper.
Maintains office filing system as needed. This may include maintenance of
Directives Manuals.
Conducts other miscellaneous administrative assignments such as preparing
personnel actions, procurement requisitions - obtaining a variety of office support
services, preparing travel and training documents, etc.
Duplicates and faxes materials for the office. This may include collating and
stapling.
Prepares travel authorizations, makes travel arrangements and prepares travel
vouchers.
Arranges conference and sets up meetings involving many participants,
coordinates schedules, meeting places, travel and hotel reservations as necessary.
Follows agency procedures for procurement of supplies, equipment, printing,
maintenance services, etc. Maintains liaison with the appropriate administrative offices
to assure that the organization is adequately provided for in these areas.
Performs other duties as assigned.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 1 - Knowledge Required by the Position:
Knowledge of word-processing and graphic software packages that goes beyond
what is required to complete everyday office correspondence. The incumbent applies
knowledge of advanced software functions to produce a wide range or documents that
require complex formats, such as graphics or tables within text, to edit and reformat
electronic drafts and to enhance productivity within the office.
Knowledge of an extensive body of rules, procedures or operations applied to
clerical assignments, and knowledge of the organization and functions of the office in
order to perform all of the procedural work of the office. This includes knowledge to carry
out and coordinate, in a timely and effective manner, many different procedures, each of
which might involve numerous steps, such as all of those needed to:
a. Obtain or perform a wide variety of administrative support services.
b. Prepare a wide variety of recurring internal reports and documents from
information obtained from the staff, files and other sources.
c. Incumbent must be a skilled typist and have knowledge of office automation
systems such as word-processing, electronic mail, database management, graphic and
spreadsheet software to prepare correspondence and various documents.
d. Knowledge of correct grammar, spelling, punctuation, capitalization and
style.
Factor 2 - Supervisory Controls:
The Supervisor defines the overall objective and priorities of the work in the office,
and assists the incumbent with some special assignments. The incumbent plans and
carries out the work of the office and handles problems and deviations in accordance with
established instructions, priorities, policies, commitments and program goals of the
supervisor and accepted practices in the occupation. When current practices or
deviations in an assignment cause problems, the incumbent uses own initiative to resolve
them and coordinates efforts .with other employees involved or affected by the
non-standard practices. Methods used by the incumbent are almost never reviewed in
detail. Completed work is evaluated for adequacy, appropriateness and conformance to
established policy.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 3 - Guidelines:
Guidelines typically include software manuals, dictionaries, style manuals, agency
instructions concerning such matters as correspondence or the handling of classified
information, and operating policies of the supervisor or organization guidelines, references
and procedures for application to specific cases, referring situations not covered by
existing guides or significant proposed deviations to the supervisor.
Factor 4 - Complexity:
The documents, formats and specific automation processes require the use of
advance functions, use of more than one software and a variety of format changes to
complete assignments which requires the incumbent to use judgment in selecting the
appropriate sequence of commands and design the final layout of the document.
Incumbent performs a full range of procedural duties in support of the office,
including such duties as requisitioning supplies, printing or maintenance service, filling out
various travel forms for staff members, arranging for meeting rooms, and preparing
scheduled reports from information available in file. Decisions regarding what needs to
be done involve various choices, requiring the incumbent to recognize the existence of
and differences among clearly recognizable situations. Actions to be taken or responses
to be made differ in such things as the sources of information, the kinds of transactions
or entries, or other readily identifiable differences. Decisions are based on a knowledge
of the procedural requirements of the work coupled with an awareness of the specific
functions and staff assignments in the office.
Factor 5 Scope and Effect:
The purpose of the work is to carry out specific procedures and assist in preparing
documents which add to the usefulness and clarity of the information involved. The work
affects the accuracy and reliability of further processes.
Factor 6 Personal Contacts:
Personal contacts include employees in the same agency, both within and outside
the immediate organization. People contacted are generally engaged in different
functions, missions, and kinds of work, and represent various levels such as Headquar-
ters, regional district or field offices. Contacts also include local, and state agencies and
members of the general public.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 7 Purpose of Contacts:
The purpose of the work is to plan, coordinate, or advise on work efforts or to
resolve operating problems. Typical duties normally include ensuring that reports and
responses to correspondence are submitted by the staff on time and in the proper format,
making travel arrangements and scheduling conferences.
Factor 8 - Physical Demands:
The work is sedentary. Typically, the employee may sit comfortably to do the
work. However, there may be some walking, standing, bending, and carrying of light
items such as papers, books, small parts, etc. No special physical demands are required.
Factor 9 - Work Environment:
The work is performed in offices and meeting rooms.
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Pag* B-10
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
2. OFRCE AUTOMATION ASSISTANT
(GS-326-06)
Introduction:
The incumbent is responsible for providing office automation support which
includes utilization of advanced word processing, desktop publishing and graphics
software packages to prepare very complex documents. In addition, the incumbent
develops and modifies administrative information management systems utilizing database
and spreadsheet software.
Major Duties and Responsibilities:
Knowledge of the capabilities, operating characteristics and advanced functions
of a variety of types of office automation software, e.g., database, spreadsheet, and
word-processing; and knowledge of the similarities, differences, and integration of the
different software types.
Some illustrative examples include but are not limited to the following types of
assignments:
Uses desktop publishing software to prepare varied news releases, brochures,
reports, and publications highlighting the activities of the office. Applies knowledge of the
types of information maintained and the procedures for accessing databases throughout
the office to locate and import information to be included in publications. Applies desk-top
publishing capabilities to enhance the presentation of the data, e.g., electronically
changing tables to graphs, superimposing one graph over another, adding boxed
explanatory text to graphics, highlighting significant material with shadowing, importing
graphics into narrative text, varying style and pitch of type within the text, and adjusting
size and shape of pages to fit the publication involved.
Integrate different software types into a single document, e.g., to retrieve data from
a database or spreadsheet, convert it into graphic form, and incorporate it into the text
of a report.
Identifies office automation duties which can be done faster and easier by creating
macros to expedite production of documents with standard formatting, sections, columns,
indentations, portions of text, etc., uses the macro function to manually set up document
shells or format styles that can be retrieved for use whenever needed. Creates macros
that execute a sequence of functions automatically. Such macros are used to update
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
reports, generate indices, revise tables of contents and retrieve information from
electronic records.
Develops methods of automating administrative reports, considering the
interrelationship of reports and multiple uses of the data. Determines that the volume of
reports and inquiries concerning an aspect of work, e.g., travel, training, status of
correspondence or a specific program activity, warrants automation. Identifies each
category of data and combinations of data categories required to meet all reporting
needs. Selects the software type, e.g., database, spreadsheet, or directory, that will best
provide the search, sorting, and calculating functions needed. Develops the detailed
procedures and functions needed to enter and print data in varying combinations and
formats to meet reporting requirements.
Evaluates existing tracking systems to determine if they are accurately tracking
information and meeting reporting requirements. Modifies the existing system to correct
problems, or establish new database management systems to improve tracking methods.
Factors: Refer to Office Automation Grade Level Chart (B-1) and other Appendix
B sample position descriptions for recommended factor level descriptions.
Pag* 8-12
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
3. OFRCE AUTOMATION ASSISTANT
(GS-326-07)
Introduction:
The incumbent is responsible for providing office automation support which
includes utilization of advanced word processing, desktop publishing and graphics
software packages to prepare very complex documents. In addition, the incumbent
develops and modifies administrative information management systems utilizing database
and spreadsheet software.
Major Duties and Responsibilities:
Prepares briefing documents, news releases, brochures, publications and
management reports which require the integration of advanced features of
word-processing, graphics, and desktop publishing software into finished work products
that clearly and most effectively present the activities of the office and fit the purpose of
the document.
Documents prepared ajso require the incumbent to retrieve data from database
systems or spreadsheets, convert it into graphic form and incorporate it into text of a
report.
Creates templates for automated standard forms for use within the organization or
by others.
Trains office staff members on the administrative information management systems
in use within the office.
Answers questions and personally trains new clerical and secretarial employees
interested in learning intermediate or advanced office automation techniques and suggest
formal training courses they may pursue to facilitate further development of skills.
Masters office automation technology when it is first available in order to implement
its use within the office.
Maintains database and spreadsheet applications for the office, performs data entry
and retrieves standard and non-standard reports.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
On own initiative, evaluates existing administrative information management
systems or the activities of the office to determine if new systems need to be developed
or revised to (setter meet the needs of the office. Selects the best method, determines
the data requirements and develops the program, system documentation and-procedures
for automating the activity.
Performs other duties as assigned.
Factor 1 Knowledge Required by the Position:
Knowledge of the capabilities, operating characteristics and advanced functions of
a variety of office automation software, e.g., database, spreadsheet, graphics and
word-processing; and knowledge of the similarities, differences, and integration of the
different software types to select the most appropriate software type for a specific office
needs, to integrate different software types into a single document, to develop new
automated systems, to resolve problems with current automated systems and to complete
standard and nonstandard reports.
Applies knowledge of the types of information maintained and the procedures for
accessing databases throughout the office to locate and import information to be included
in publications.
Incumbent must be a skilled typist and have knowledge of office automation
systems such as word-processing, electronic mail, database management, graphic and
spreadsheet software to prepare correspondence and various documents.
Factor 2 - Supervisory Controls:
The incumbent performs on-going tasks independently based upon a knowledge
of the priorities and objectives of the office. Specific projects or special assignments are
made with only brief explanation of the assignment's purpose and the deadline. The
incumbent works independently to design the assignment and carry out the steps for
completing the assignment in accordance with established office practices for office
automation. When current practices or deviations in an assignment cause problems, the
incumbent uses own initiative to resolve them and coordinates efforts with other
employees involved in or affected by the nonstandard procedures.
Pag«B-14
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Publication work is evaluated for usefulness and conformance with the presentation
objectives the finished product was to achieve. Automated information management
systems are evaluated for their usefulness, reliability and ease of operation. The methods
used to produce the work is not reviewed.
Factor 3 - Guidelines:
Guidelines include user's manuals for several software packages of different types.
The nature of the work requires application of advanced user techniques which are not
fully defined within user manuals. Therefore, the incumbent must experiment with
applications to determine how to operate the advanced functions. With regard to
automating information systems, the incumbent uses initiative and judgment in deviating
from existing instructions or practices to resolve operating problems or to develop more
efficient processing procedures.
Factor 4 Complexity:
Carries out a broad range of assignments requiring the use of several types of
software packages for different office needs. The incumbent must use judgment in
selecting one or several software systems to complete the assignment. Usually, the
incumbent has to integrate several systems. The employee regularly develops methods
and procedures for office automation tasks, and identifies and solves problems in existing
methods or procedures.
Factor 5 - Scope and Effect:
The purpose of the work is to organize information for use by others. It involves
determining what information needs to be automated or designing how best to present
a written work product. The work is performed in accordance with the capabilities of the
software packages and accepted office practices and automation guidelines.
The work increases the availability and usefulness of the information automated
and increases the effectiveness of administrative and program activities of the office.
Factor 6 Personal Contacts:
The incumbent works with employees and managers within and outside the
immediate work unit who are involved in or affected by the automated office project.
Pag«B-1S
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 7 Purpose of Contacts:
The purpose of contact is to plan, coordinate and integrated work processes or
work methods for office automation between and among related work units.
Factor 8 - Physical Demands:
The work is primarily sedentary and requires only light lifting, bending and walking.
Factor 9 Work Environment:
The work involves minimal risks and observances of safety precautions typical of
office settings.
Pag* B-16
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
APPENDIX C
ENVIRONMENTAL PROTECTION ASSISTANT
AND
OTHER ADMINISTRATIVE SUPPORT
POSITION DESCRIPTIONS
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IMA live durrwni
«.,->...<->_._...-.
Page C-2
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
The following positions descriptions represent Environmental Protection Assistant
positions - GS-05 through GS-07 and includes a few miscellaneous examples.
NUMBER
1
2
3
4
5
6
7
8
9
10
11
12
13
POSITION DESCRIPTION TITLE AND GRADE
Title
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Position Series/Grade
GS-029-05
GS-029-06
GS-029-06
GS-029-06
GS-029-06
GS-029-06
GS-029-06
GS-029-07
GS-029-07
GS-029-07
GS-029-07
GS-029-07
GS-029-07
PAGE
5
9
13
17
21
25
31
37
41
45
47
51
55
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
NUMBER
14
15
16
17
18
19
20
21
22
POSITION DESCRIPTION TITLE AND GRADE
Title
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Environmental Protection
Assistant
Administrative Assistant
Administrative Assistant
Budget Assistant
Program Assistant
Position Series/Grade
GS-029-07
GS-029-07
GS-029-07
GS-029-07
GS-029-07
GS-303-06
GS-303-06
GS-561-06
GS-303-09
PAGE
61
65
71
75
79
83
85
87
91
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
1. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-05)
Introduction:
This position is located in the Pesticides Section, Pesticides and Toxic Substances
Branch of the Air, Pesticides, and Toxics Management Division. The Section maintains
two separate field offices, in Montgomery, Alabama, and Lakeland, Florida. The primary
purpose of the position is to provide administrative support to the enforcement activities
of the Section, including case tracking and in some situations, case development
assistance. In addition, the incumbent will provide technical assistance to the regulated
community. Incumbent will aid the Section and Branch Chief in matters pertaining to
Branch/Section work accomplishments in inspection enforcement activities, and the
evaluation of performance in State/EPA cooperative agreements.
Major Duties and Responsibilities:
Based on requisite training, recommends methods, procedures, controls, records
and files required for the administrative processing of documents and program information
pertaining to the Pesticides Section's actions. Maintains appropriate lines of communica-
tion between the Branch, Section, the Regional Hearing Clerk, and other Regional Office
components.
Reviews essential enforcement case documents for accuracy and completeness.
Prepares and maintains the formal case file. For FIFRA Section 7 enforcement cases,
assists the Section Secretary in the routine typing of these actions. Reviews case for
standard case format. Follows up to assure inclusion of appropriate documentation which
includes certified mailings from the time of development to termination of the case.
Maintains records regarding the whereabouts and appropriate deadlines of the case at
ail times. Prepares and types consent agreement and final order in accordance with case
procedures. The incumbent is responsible for tracking all intermediate actions until the
case is finally resolved. Makes continual assessment of these operations to meet
program needs of the Section. Recommends changes to achieve specified program
objectives or improve operating methods.
Prepares and/or reviews completed and final typed stop sale, use, or removal
orders and warning letters pursuant to suspected violations of FIFRA. Reviews same for
appropriate administrative format and requirements as well as completeness of adequate
documents to assure legal sufficiency. Develops and maintains a file system with
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
appropriate identification to track the order for potential remedial action or the develop-
ment of an enforcement case to termination.
Using the Branch's computer terminal and under the supervision of senior staff
maintains the tracking system (significant dates, milestones, actions) for all FIFRA civil
assessments. Using this system, prepares reports (quarterly as a minimum) for Regional
management regarding enforcement accomplishments.
After consultation with Section staff, assists in the preparation of a weekly activities
report for the Section; prepares quarterly SPMS reports to Headquarters for the Branch
Assists senior level staff of the Pesticides Section in the administration of the
FIFRA Section 7 program for the registration of pesticides-producing establishments and
their reporting of annual pesticide production. Screens incoming mail on a daily basis to
log the receipt of annual or initial pesticide production reports, and to separate requests
for establishment registration or other Agency action from these reports. After logging,
delivers mail received to senior staff in Section for further processing.
After consultation with case development personnel, performs background file
reviews and prepares enforcement case jackets for establishments subject to enforcement
actions.
\
Assists senior staff in the initiation of Agency regulatory reporting requirements for
new pesticide-producing establishments.
Performs other related duties as assigned.
Factor 1 - Knowledge Required by the Position:
Knowledge of the missions, functions, objectives and policies of the Section and
Branch as it relates to the Regional implementation of the Federal Insecticide, Fungicide,
and Rodenticide Act is required in order to understand the purpose and scope of the
Section actions being taken pursuant to this statute.
Knowledge of Headquarters' organization and the organization of other Federal
agencies such as USDA and FDA including their regional offices, and organization of the
State lead agencies and cooperative extension services in order to understand the
location and position of key individuals outside the Agency who are involved in actions
initiated by the Section.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Incumbent must have knowledge of Consolidated Rules of Practices Governing the
Administrative Assessment of Civil Penalties in order to understand the process of issuing
administrative civil actions by the Agency.
Must have the ability to communicate effectively both orally and in writing.
Must have knowledge of typing, file systems, and suspense systems in order to
effectively perform duties identified.
Factor 2 - Supervisory Controls:
Incumbent works under very dose administrative and technical supervision of the
Pesticides Section Chief who makes assignments together with specific instructions as
to objectives, anticipated problems, appropriate guidelines, and policies to follow. Work
is closely reviewed for adherence to guidelines and previous instructions. -Handles routine
cases by following procedures and work is only occasionally reviewed by supervisor.
Findings and recommendations are approved before basis for action in other than routine
cases. Duties are assigned to provide training for more difficult and responsible
assignments and less strict supervision.
Factor 3 - Guidelines:
Guidelines include Section, Regional and Agency policies as well as Section 22
Consolidated Rules of Practices Governing the Administrative Assessment of Civil
Penalties, Sections 12 and 13 of FIFRA and related OCM enforcement guidelines.
Incumbent must adhere to guidelines. Any deviation from guidelines must be approved
by supervisor.
Factor 4 Complexity:
Assignments include the administrative processing and tracking of all FIFRA civil
assessments and consequently involve legal deadlines and legal formal The incumbent
develops, maintains, and utilizes an extensive system of records and controls for civil
assessments, other enforcement actions, and inspection activities. Incumbent must
develop and provide to management, both Regional and Headquarters, reports on a wide
variety of Section activities, including inspections by CSO's enforcement cases, and all
planned program accomplishments by Section staff.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 5 - Scope and Effect:
The work activities described for this position allow a consolidation of administrative
functions related to the missions of the Section. Duplication of effort is eliminated in
tracking enforcement cases, other enforcement actions and inspection activities.
Factor 6 Personal Contacts:
The incumbent maintains liaison between Office of Regional Counsel, Regional
Hearing Clerk, other Federal agencies, State toad agencies, EPA Headquarters, State
cooperative extension services, the incumbent's personal contacts also include co-
workers in the Section and other staff within the Air, Pesticides and Toxics Management
Division.
Factor 7»Purpose of Contacts:
Is to supply or receive information relative to assigned duties and responsibilities
so as to assure appropriate and effective coordination of Section activities where they
impact other Agency and State personnel.
Factor 8 - Physical Demands:
%
Work is primarily sedentary.*
Factor 9 Work Environment:
The work is performed in an office environment
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
2. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-06)
Introduction:
This position is located in a Branch of the Environmental Services Division within
the Region. Specifically, the incumbent is assigned to the Air and Water Monitoring
Section with primary assignments in water monitoring.
Major Duties and Responsibilities:
Assists in conducting water quality studies. Assists in making field measurements,
collecting and preserving samples, and transporting samples to the laboratory for
analyses. Fills out appropriate custody forms and maintains cnain-of-custody on samples
during collection and transports to the laboratory. Assists biologists in conducting benthic
studies by helping collect macroinvertebrate samples and related stream information.
Coordinates with the Water Management Division STORE! Coordinator the input
of ESD field monitoring data into STORET. Works with project managers to ensure that
station location information is available for inputing surface water data into STORET.
Responsible for entering Branch data into STORET if Water Management Division
STORET Coordinator does not assume this responsibility.
Assists in conducting time of travel studies to obtain information for use in making
waste toad allocation calculations. Helps with dye injection and tracking dye peaks using
a florometer. Records field reading and other relevant information for determining dye
peaks.
Using the field notes collected during SOD studies, employee enters the data into
the computer system. Employee then executes statistical programs to analyze the data
and then generates graphical plots of data results. Employee then prepares a draft report
of finding for the biologists' review prior to forwarding the test report to the State agency.
Assists biologists with operation of algal assay laboratory during periods of sample
overload. Helps by culturing alga cells, measuring media, weighing filters and counting
cells.
Uses statistical program in toxicity testing manual operating procedures to calculate
percent toxicity (LCM) from test data. Inputs toxicity test results into PCS and CETIS).
Pig«C-9
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Performs other duties as assigned.
Factor 1 - Knowledge Required by the Position:
The incumbent is required to have general knowledge of the water quality
monitoring programs implemented by EPA and working knowledge of the scientific skills
needed to perform water quality assessments. This knowledge is used to assist various
types of scientists with task assignments.
Factor 2 Supervisory Controls:
General supervision is provided by the Chief, Marine and Wetlands Unit; specific
assignments are made by the staff scientists that the incumbent is assisting. Work
progress is monitored by the supervisor. Any problems or unusual difficulties are
.discussed with the supervisor.
Factor 3 Guidelines:
Guidance followed by the incumbent include Agency policies, regulations,
directives, Congressional Acts, Agency operating guidance, technical manuals, and
standard operating procedures. When unique situations arise and guidelines are not
available, the incumbent consults with the supervisor on alternative approaches.
Factor 4 Complexity:
Assignments usually involve projects which are routine and of moderate scope.
Assignments usually require the application of standard operating procedures.
Experienced scientists will assist with unusual or difficult tasks.
Factor 5 - Scope and Effect:
The incumbent assists the staff of multi-discipline scientists in various aspects of
water quality studies to assess water quality conditions. In some eases, study results
may be for determining NPOES permit compliance or compliance wtth water quality
standards.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 6 - Personal Contacts:
The incumbent's personal contacts include Division and Regional EPA staff as well
as representatives from other Federal agencies, State regulatory agencies, consulting
firms and academia.
Factor 7 Purpose of Contacts:
The incumbent's contact within as well as outside of EPA concerns activities
associated with the type of work assignment being performed.
Factor 8 - Physical Requirements:
Assignments may require climbing, lifting and carrying sampling and testing
equipment. Long and irregular hours (greater than 8 hour days and weekend work) may
be required. Some assignments may require long hours sitting at a personal computer,
culture counter or analytical balance.
Factor 9 Work Environment:
The incumbent is exposed to a variety of physical surroundings such as office, field
and laboratory environment. Normal office risks are faces. In the field and laboratory,
the incumbent should not be exposed to hazardous conditions; however, safety
regulations should be followed.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
3. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-06)
Introduction:
The employee is responsible for assisting in Resource Conservation and Recovery
Act (RCRA) inspection report review and case development preparation under RCRA.
The incumbent enters enforcement actions under this Act into computer data system.
The employee assists the Branch Chief on assignment on developing information and
evaluating issues such as: travel, training, position utilization and program assessment.
Major Duties and Responsibilities:
The incumbent is responsible for the programmatic tracking of RCRA actions as
required by EPA Headquarters. Such tracking may include State as well as EPA
compliance activities. Principal methodology for implement HQ requirements is the
national computer tracking system (HWDMS). Tracking reports are edited for accuracy.
System data is the principal source of hazardous waste enforcement information for EPA
Headquarters.
The incumbent assists the case development project officer in reviewing RCRA
compliance reports for technical adequacy and researching regulations and literature to
validate conclusions. When reports are referred back to an inspector, the incumbent
assists the case development officer in providing justification why new or additional data
or information are needed on the inspection report. The employee will be asked to check
simple mathematical calculations and conduct research, utilize textbooks and scientific
or engineering literature on specific details for enforcement case preparation or
compliance inspection reports.
The employee will participate in meetings with the public, private sector, and
governmental entities on RCRA. The employee will prepare responses on inquiries
relating to RCRA and may represent the Agency in public meetings.
The employee assists the Section Chief in scheduling and coordinating inspections
for RCRA Interim Status and Compliance monitoring activities and citizens complaints.
Maintains an up-to-date file of RCRA regulatory changes as they are published in
the Federal Register and notifies the Section Chief of major changes which affect the
Section activities.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 1 - Knowledge Required by the Position:
Knowledge of RCRA as amended and hazardous waste regulations and CERCLA.
Broad knowledge of enforcement policy, guidance, directives, and application of these
precepts to RCRA.
Broad knowledge of hazardous waste technical requirements for generators,
transporters and treatment, storage and disposal facilities. Understanding of technical
processes of hazardous waste management such as land disposal, incineration or
solidification of liquids associated or interim status standard requirements.
Knowledge of mathematics and familiarity with science and engineering to perform
literature research on specific assignments.
Familiarity with administrative regulations relating to travel, training, grant
administration, and program requirements, including a familiarity with the Hazardous
Waste Authorization progress.
Knowledge of logic and concepts utilized to design and plan data management
systems, knowledge of basic theoretical concepts of programming in computer science
and ADP procedures.
Factor 2 Supervisory Controls:
Supervisor will assign work with general instructions and provide guidance to
employee as required. Work will be reviewed for accuracy and adherence to instruction.
Employee is expected to consult with senior employees or supervisor on complex
assignments.
Factor 3 Guidelines:
GuideEnes include the RCRA and CERCLA, associated rules, regulations and
standards and technical or training manuals related to hazardous waste management and
disposal problems. Guidelines include enforcement policy directives and interpretation
and application of regulations. Technical directives and information relating to computer
programming and data input/output are available.
Where guidelines are unavailable or inadequate, incumbent seeks additional
direction from supervisor or senior staff member.
Pag«C-l4
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 4 Complexity:
The incumbent will assist in preparing technical and specific regulatory information
to support enforcement actions under RCRA or CERCLA, with emphasis on applicability
of appropriate regulation citation. The employee will work closely with the Data
Management Section on computer tracking issues and will suggest modifications to
computer tracking systems to improve data quality and output usefulness. The employee
will assess assigned topics such as in travel or program development to determine the
nature of the problem (if any) and suggest means to improve on a particular Branch
concern.
Factor 5 - Scope and Effect:
The incumbent's efforts will lead to improved management of hazardous waste in
the Region and amelioration of environmental or health concerns under CERCLA The
employer's activities in support of administrative functions in the Branch will lead to overall
management improvement and functioning.
Factor 6 - Personal Contacts:
The contacts will include local, State and Federal government officials, resource
people, the public and private sectors, staff attorneys, technical and administrative people.
Factor 7 - Purpose of Contacts:
The purpose of the contacts is to acquire or convey information on tracking of
enforcement activities, the status of consent agreements under RCRA or CERCLA, or
administrative issues relating to the Branch.
Factor 8 - Physical Demands:
The work is generally sedentary but may on occasion require moderate physical
exertion.
Factor 9 - Work Environment:
Office atmosphere with limited travel.
P«Q*C-15
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Pag«C-16
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
4. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-06)
introduction:
The position of Compliance Data System (COS) Assistant is located in the Program
Evaluation Unit (PEU), of the Air Compliance Section (ACS), within the Air Compliance
Branch of the Air Management Division. The incumbent does data entry via the screen
terminal, maintains tracking togs for the unit, prepares status reports and responses to
public inquiries, and prepares mathematical summaries of data for analysis by others.
Major Duties and Responsibilities:
Conducts discussions with the public, EPS or Engineer to determine the needs of
the person and how to best develop the information desired. Researches and prepares
proper computer requests for necessary printouts. Determines and specifies selection
criteria, sorting and format to provide all required data in a usable form. Initiates the
preparation of standard, periodic reporting requests and responds in a timely fashion.
Maintains a current knowledge of computer procedures, coding conventions, and
basic mathematics in order to serve as a resource to Section personnel in their use of the
computer system and to develop information and data summaries which are useful to the
public or Agency.
Responds to written and telephone inquiries on EPA compliance information.
Determines the best approach to obtaining needed information. Provides responses to
routine inquiries, gathers information to enable senior staff to respond to more complex
requests, and develops data summaries to assist in litigation and program operation.
Upon receiving instruction from the Environmental Protection Specialist or the Unit
Chief, correct, edits and updates reports. Assist in conducting periodic quality checks on
data base. Codes data to be computerized and enters corrections into computer screen
terminal.
Prepares periodic status reports for the ACS. Information for the reports are
provided by other ACS staff.
P»Q«C-17
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Maintains a tracking system for the COS Team for Freedom of Information Act
(FOIA) requests, and special EPA/State requests for computer printouts. Keeps a log of
each request including a brief summary of type of request and the cost of the printout.
Costs are totaled quarterly for Unit Chief.
Operates the digital data terminals and calculators located in the ACB office.
Factor 1 Knowledge Required by the Position:
Knowledge of the content and usage of compliance data system.
Knowledge of EPA processing procedure for:
a. Notifications of Hazardous Air Pollutant Activity.
b. Excess emission report review.
c. Acknowledgement of interim status.
d. Inspection tracing program, and
e. Compliance monitoring.
Knowledge of requirements under the Freedom of Information Act and for handling
confidential business information.
Knowledge of good writing and editing techniques.
Knowledge of good filing techniques.
Knowledge of basic mathematics.
Knowledge of proper chart making skills.
Factor 2 - Supervisory Controls:
Supervisor, the Unit Chief, makes assignments by defining objectives, priorities,
and deadlines. Supervisor assists employee in controversial or unusual situations, which
do not have dear precedents. The employee plans and carries out the successive steps
and handles deviation and problems that develop. Completed work is evaluated for
technical soundness and conformanos to policy.
Pa0«C-18
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 3 - Guidelines:
Guidelines are available on the content of COS, the handling of confidential
business information, and FOIA procedures. The guidelines are numerous and complex,
requiring analysis of the situation and selection of the proper procedure to meet each
need. When difficult situations arise, employee must use judgement in interpreting and
adapting guidelines in order to properly respond to the situation and develop appropriate
data, recommending changes where indicated.
Factor 4 - Complexity:
The work involves a wide variety of activities, at varying levels of difficulty.
Incumbent assists in reviewing edit and update reports to determine what corrections are
necessary, and in reviewing specific files to obtain and summarize information in
response to inquiries. The decision regarding what needs to be done depends upon the
analysis of the subject and requests.
Factor 5 Scope and Effect:
The purpose of the work is to provide assistance to the Unit in- managing the
Region's air compliance data base. The data base includes more than facilities,
and incumbent will be called upon to provide information for other Regions and Federal
agencies, States and the public. Due to the number of facilities in the Region which emit
air pollutants, an accurate, up-to-date base is essential.
Factor 6 - Personal Contacts:
Contacts are made with the general public and EPA subject matter spetiafists.
Factor 7 - Purpose of Contacts:
Contacts are made to: (1) give and receive information; (2) provide assistance,
information and materials to government, public and private organizations or individuals;
and (3) procure any necessary supplies or services for the day-to-day requirements of the
regulatory or technical staff.
Factor 8 Physical Demands:
The work is mostly sedentary in nature; however, some walking,tending, standing.
and carrying of fight materials is necessary.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 9 - Work Environment:
Work is performed in a crowded office setting.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
5. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-06)
Introduction:
Provides assistance in preparing basic administrative settlement documents,
requests for information, response to FOIA requests and other appropriate correspon-
dence. Incumbent functions in the Investigation Support Section of the Site Investigation
and Support Branch. The purpose of this position is to provide administrative and
technical support to the Section.
Provides assistance in conducting case development for CERCLA enforcement
actions for cost recovery. Request updates of cost documentation, tracks and provides
to staff workers.
Major Duties and Responsibilities:
Assists in tracking progress of PRP searches conducted by contractors. Word-
processors or personal computer program is developed and implemented to track work
assignments to EPA contractor for potentially responsible parties searches from start to
completion. Tracking system is utilized for management accounting of a high volume of
contractor work assignments.
Assists in the preparation of preliminary Informational Notice Letters. Tracks notice
letters issues; response due date and receipt of response. Incumbent gathers raw
information for staff members and appraise staff of changes in procedures on information
requests and notice letters.
Tracks Demand Letters issued; response due date and receipt of response;
prepares weekly periodic work summaries of demand letters on a large number of
projects.
Responsible for input into CERCLIS for targets and accomplishments of
SPMS/SCAP.
Assists the Section in maintaining memorandum, policy statements, and guidelines,
legal opinions or memorandum applicable to a specific issue.
May participate in special surveys and studies.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Serves as liaison for Freedom of Information requests submitted to the Section.
Serves as liaison for staff members and TES project officer on work assignments
for the Section.
Performs other duties as assigned.
Factor 1 - Knowledge Required by the Position:
Knowledge of CERCLA program and associated poPcies and guidelines. The
employee is required to have an overall knowledge of the duties and functions of the
Investigation Support Section. Knowledge of the procedures and format used for legal
documents, notice letters and other related correspondence and reports. A knowledge
of grammar, spelling, punctuation and Agency correspondence procedures and formats.
Knowledge of contract procedures for coordination and tracking purposes. Skill in
operating electric typewriter, word-processing equipment, and personal computers.
A qualified typist is required.
Factor 2 Supervisory Controls:
Proceeds in repetitive and routine tasks on own initiative with responsibility for the
continuity of the work within assigned areas. Receives work assignments from Section
Chief. Works under the direct supervision of the Section Chief. Consults with Section
Chief for guidance on new or unusual situations; however, receives only minimal
supervisory guidance regarding expression of results desired.
Factor 3 - Guidelines:
Written procedures of Branch governing docket control and filing systems. The
Comprehensive Environmental Response Compensation and Liability Act (CERCLA), as
amended, and regulations promulgated thereunder. Incumbent works in strict adherence
to associated policy and guidance documents, and consults with the supervisor or higher
grade professional staff prior to any decision being made or when clarification Is needed.
Factor 4 - Complexity:
Assignments involve assistance on a variety of CERCLA sites for the purpose of
supporting cost recovery. Incumbent must be able to adapt readily to new and changing
situations. Work product facilitates the work of professional staff working in the Section.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 5 Scope and Effect:
The work performed by the incumbent affects the efficiency of the entire Section.
Factor Personal Contacts:
Contact with the Section Chief, Unit Chiefs, and Section personnel for the purpose
of carrying out Junction. Contact within the Division for the purpose of coordinating
activities as appropriate. Contact with the Office of Regional Counsel for the purpose of
tracking legal actions. Occasional personal contact with the public for the purpose of
directing callers to appropriate staff, or responding to FOIAs.
Factor 7 Purpose of Contacts:
The purpose of the contacts are to coordinate activities, obtain factual information
and explain Agency program activities and procedures.
Factor 8 - Physical Demands:
General physical demands are those required in an office environment. Occasional
travel outside the office may be required.
Factor 9 - Work Environment:
General work environment is that found in an office where co-workers are in dose
proximity.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
P«g«C-24
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
6. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-06)
Introduction:
This position is located in the Environmental Assessment Branch (EAB). The
incumbent performs various management functions relating to EPA's review responsibili-
ties pursuant to Section 309 of the Clean Air Act (CAA), the National Environmental
Policy Act (NEPA) and other mandates, in addition to routine administrative functions.
The incumbent may have the assistance of a part-time clerical employee to assist with
some of the more routine duties.
Major Duties and Responsibilities:
Coordinates with and provides documentation to the Management Information
Unit/Office of Federal Activities concerning situations of non-receipt when it appears that
Compliance with Section 1506.9 of the CEQ Regulations has not been met.
Develops and maintains computerized tracking togs on a daily and weekly basis
requiring the extraction of specific data elements and analysis of various project aspects
to determine proper ADP coding in accordance with procedures prescribed in Appendix
A of the 309 Review Manual. Prepares 309 data packages from tracking togs which are
submitted to the Office of Federal Activities through the Chief, EAB.
Establishes intermediate deadlines in response to time periods required by Section
1506.10 of the CEQ regulations and/or current policies of Chief, EAB.
Develops internal tracking processes to ensure intermediate and final deadlines are
met in accordance with goals established for the quarterly submtttal into the Administra-
tor's Management Accountability System. Includes coordination and follow-up with
assigned principal and associate reviewers. Also includes development of forms needed
to accomplish accurate and effective tracking.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Prepares a weekly report reflecting the status of all reviews received and
completed. Report is submitted to Division Directors, Chief, EAB and all principal
reviewers.
Independently analyzes a variety of documents received to determine whether 309,
NEPA, etc., review authorities apply and review COMDATE printout on a weekly basis
for Federal Register publication and distribution of Agency EISs. Makes recommendation,
and consults with Chief (EAB) concerning questionable documents. Routes documents
in accordance with current policies and staff assignments.
Develops appropriate tracking procedures for documents reviewed pursuant to
authorities other than Section 309. Prepares weekly status report concerning current
reviews for submfttal to Chief, EAB.
Uses appropriate typewriter or word-processor to prepare, without intermediate
rough draft, material of a highly technical, unique nature in a variety of formats including
comments on EISs, comments on scoping meetings, Congressional Reports, reports,
statistics and tables where spacing arrangements and internal subdivisions are
complicated. Because only a limited turn-around time is available, most finished products
must be error-free without additional review and correction by higher level clerical,
administrative or professional personnel.
Reviews correspondence prepared by the Environmental Assessment Branch for
format, grammar, typographical accuracy, conformance with procedural requirements and
insures that correct titles, addresses, attachments, etc., are included with correspondence
and properly filed.
Receives and reviews classified and unclassified mail for the Branch. Determines
which items should be brought to the attention of the Branch Chief as opposed to those
that should be sent directly to other appropriate personnel for action. Reviews outgoing
mail for attachments, date, signature, complete addresses, and destinations. Maintains
suspense records on all correspondence and action documents giving particular attention
to controlled correspondence, Congressional and EIS comment totters. Follows up to
ensure a timely reply or action on ail correspondence and action documents.
Receives calls, greets visitors, and directs to staff members only those contacts
needing their attention or action. Takes care of routine matters, and on the t»ss of
knowledge of the programs or operations, refers other inquiries to appropriate pt iel.
Incumbent personally responds to routine and non-technical requests tor informal jch
Pag«C-26
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
as status of reports, duty status of engineers and technicians, suspense date for matters
requiring compliance, and simitar information readily available from the files.
Composes correspondence on administrative support or clerical functions of the
office. Composes routine correspondence on other subjects as outlined in regulations
and procedures or specifically requested by Branch Chief. Reads outgoing correspon-
dence for procedural and grammatical accuracy. Composes indexes, tables of contents,
lists of preparers, and title pages for EISs prepared by Branch staff.
Performs secretarial duties for Branch staff as follows:
a. Maintains time and leave records for all staff.
b. Assists with travel by preparing travel orders, requests for advances of per
diem, appropriate reservations, and travel vouchers.
c. Maintains small but complete stock of routine office supplies.
d. Makes photocopies, or if appropriate, arranges for other form of materials
duplication.
e. Prepares requisitions for office supplies, equipment, and publications.
f. Maintains office file system and library. Modifies as needed and with
approval of supervisor. Files all materials at least weekly, and performs annual file
purge/archive.
g. Responds to requests for publications and other materials when received.
h. Arranges for meetings, including reserving and requisitioning appropriate
space, notifying attendees, preparing materials, reserving lodging and vehicles, and
identifying and making such other arrangements needed to assure success.
I. Makes assignments and reviews work of clerical support staff.
j. Performs other related duties as assigned.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 1 Knowledge Required by the Position:
Knowledge of and ability to perform a broad variety of administrative, clerical and
secretarial processes is needed Included in this is knowledge of word-processing
equipment, duplicating equipment telephone equipment, audio-visual equipment, standard
office practices, employee time and attendance systems, employee travel procedures,
subject matter file systems, reference libraries, and supply requisition practices.
Formal training and/or experience working with end user software for data
processing, including program initiation, data entry via remote terminals, data modification,
and report designation and retrieval is mandatory for all AOP related duties. Skill with
microcomputers is essential.
Knowledge of the substantive programs of the Environmental Assessment Branch
as they relate to the clerical and administrative function of the Branch.
Knowledge of the duties, commitments, goals, and priorities of Branch staff to
advise other clerical support personnel on such matters as the application of instructions
and regulations and their effect on the work of the staff.
Ability to make assignments, and review the work of clerk-typists.
Knowledge of spelling, composition, grammar, and required formats.
Skill in operating the electric typewriter and computer word-processing software.
A qualified typist is required.
Factor 2 - Supervisory Controls:
The incumbent works under the general supervision of the Chief, Environmental
Assessment Branch. Work is assigned in broad general terms, and carried out
independently. Work is reviewed periodically for accuracy and to assure that assignments
are completed according to guidance and within appropriate time frames. Incumbent
plans own work and that of clerk-typists.
Pag*C-28
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Factor 3 - Guidelines:
The following guidelines are available to the incumbent:
a. Advice from the supervisor and higher graded staff when other guidance is
unavailable or ambiguous.
b. : EPA poicy and guidance documents are available for secretarial duties such
as travel planning and processing, time-keeping, correspondence form, files management,
duplicating services, mail services, word-processing equipment, AOP equipment use and
telephone equipment use. incumbent must select appropriate guidance and apply it to
each assignment. Therefore, the incumbent must have a thorough understanding of how
and why each piece of guidance was developed.
c. The NEPA, with attendant regulations and guidelines, 309 Review Manual
and related guidance are available to the incumbent for identifying program, reporting and
record-keeping requirements.
Factor 4 - Complexity:
Assignments include a variety of duties which must be prioritized and completed
within short time frames. In addition, the incumbent is responsible for a number of
continuing projects and must factor these into daily assignments.
Factor 5 - Scope and Effect:
The purpose of position is to perform administrative duties, plan work for clerk-
typists and manage the work planning and EIS computerized tracking system of the
Region. The effect of this position is to relieve higher graded staff of the more routine
program duties.
Factor 6 - Personal Contacts:
Contacts are with co-workers, other EPA staff, the general public, industry
representatives, and employees of other governmental agencies.
Pag*C-29
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Factor 7 - Purpose of Contacts:
The incumbent plans and coordinates the work of the office. This includes
contacts for purposes such as clarifying or exchanging information, scheduling and
arranging meetings, making travel arrangements, and provide other Branch employees
with guidance and help on applicable procedures.
Factor 8 Physical Demands:
The work places no special physical demands on the employee. The work
includes some walking, standing, bending, and carrying of light items such as papers and
books.
Factor 9 - Work Environment:
The work environment involves the normal risks and discomforts of a typical office.
The work frequently involves getting work out under a great deal of pressure.
PapC-30
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7. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-06)
Introduction:
The incumbent will be responsible for providing program support to the State
Program Managers and Section Chief in the implementation of the construction grant
program in the delegated States and Indian lands in the Region. The incumbent also
provides general clerical and administrative support to the Section.
Major Duties and Responsibilities:
Reviews grant applications and certification packages submitted by the States to
determine if the documentation is in agreement with the requirements of the delegation
agreement From this review, the incumbent will make recommendations to the State
Program Manager regarding appropriate action on the grant application. The incumbent
will assure that the project described in the grant application conforms to the project as
.described in the Environmental Assessment, previously published by the Agency. The
incumbent will assure that special grant conditions developed during the planning of the
project are included in the grant. Monitoring of these grant conditions will be accom-
plished by the incumbent and the Grants Management Branch will be informed of any
non-compliance. In these instances, the incumbent will coordinate this activity with the
respective Program Manager.
Reviews Environmental Assessment and Finding of No Significant Impact
(EA/FNSI) submitted by the State and verifies that these documents adequately address
the topics outlined in the Facility Planning and Environmental Review Checklist, submitted
with the EA/FNSI approval package. Incumbent will report deficiencies to the State
Program Manager and, under the supervision of the Section Chief, request certain
documentation from the State. Generally these requests will be limited to non-technical
information such as comment letters from other Federal agencies. In circumstances
where major deficiencies exist or controversies arise, the incumbent will coordinate with
other Branches or Divisions in developing responses to these issues. The incumbent will
prepare these responses with the assistance of the Project Engineer.
Serves as the Section's coordinator for responding to Freedom of Information Act
(FOIA) requests. Incumbent will draft responses to FOIAs under the supervision of the
Section Chief. The incumbent will research files for information and contact State
Program staff if necessary to obtain additional information or to conform facts.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Assist State Program Managers in conducting reviews of grantee user charge
systems. Incumbent will obtain the grantee's budget along with the user charge system
(occasionally on-site) in order to make a preliminary evaluation of the adequacy of the
revenues budgeted to provide proper operation and maintenance of waste water treatment
facilities. The incumbent will review the grantees sewer use ordinance and user charge
system to assure that it meets all the program and regulatory requirements. Deficiencies
will be noted and a written report of findings will be prepared and supplied to the State
Program Manager. With the assistance of the State Program Manager, the incumbent
will formally notify the grantee of these deficiencies in writing and work with the grantee
and Department of Health staff to resolve these issues.
Prepares Department of Labor (DOL) wage determination requests (DOL-SF 308).
Incumbent will collect the necessary documentation from the State, grantee, and
contractor in order to prepare an SF-318 Request for Wage Determination. Upon receipt
of this documentation, the incumbent will review the wage survey information to assure
that the survey truly represents the local prevailing wage for each class of worker. The
incumbent will deal with the grantee and/or State to obtain additional information if
needed. On occasion, independent surveys will be conducted if the contractor fails to
provide sufficient information. The incumbent will conduct these surveys under the
supervision of the Section chief. Upon completion of this review, the incumbent will
prepare the request package for review by the State Program Manager. Upon DOL
approval, the incumbent will notify the State and grantee and insure that these wage
determinations are included in the contract documents.
Assists the State Program Managers by serving as liaison with other Federal and
State agencies on various aspects of project review and implementation. Under the
guidance of the appropriate Program Manager and with the approval of the Supervisor,
the incumbent will be given various assignments dealing with routine and special requests
by other Federal and State agencies, such as:
a. Preparation and submittal of reports to OSHA regarding project safety.
b. Providing assistance to Indian Tribes on grant applications to HUD for
Community Development Block Grants which will supplement EPA set-aside grants.
c. Coordinate and prepare response to EDA regarding requests for Certification
of Adequacy of Treatment.
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ADMBMSTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
These efforts will require the incumbent to gather information from various
Branches in the Water Division in order to obtain the necessary data and/or information
to complete a report or respond to request for information. The incumbent will prepare
reports in draft form and, with the assistance of the Program Manager, finalize the report
for the supervisor's review and approval.
Provides secretarial and administrative support for the Chief and the staff of the
Section, and in this capacity performs the following duties: 1) from rough drafts,
handwritten or oral instructions, types correspondence, reports, or special forms in draft
or final form. Reviews correspondence for procedural, grammatical and typographical
accuracy; b) receives visitors and answers telephone calls for the Section's staff, locating
the appropriate party, responding to routine or procedural matters of the office, or taking
necessary messages; c) makes travel arrangements (including making necessary
reservations and preparation of travel orders, vouchers, and advances) as instructed by
professional staff, in accordance with Agency guidelines, and maintains necessary
records of same; d) makes arrangements for conferences including space, people, time,
etc., notifies participants, duplicates handout material and composes detailed or summary
accounts of meetings as necessary; e) requisitions office supplies, equipment, and
publications and completes routine responsibilities such as xeroxing, timecards,
maintenance of a Section reading file, and other duties as assigned.
Factor 1 Knowledge Required by the Position:
Practical knowledge of the Clean Water Act (CWA) and the National Environmental
Policy Act (NEPA), and attendant regulations, to determine whether grants and EA/FNSIs
meet pertinent regulations.
Basic knowledge of the physical sciences to evaluate the adequacy of information
provided in the Environmental Assessments.
Skill in working with Federal, State, and local governments will enhance the
incumbent's effectiveness in completing assignments.
Both verbal and written communication skills are needed to explain the Construc-
tion Grant Program regulations and policies.
Knowledge of Headquarters, Regional and Section goals are needed to prioritize
work and carry on several concurrent duties.
Pag«C-33
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Skill in the operation of computer equipment using standard software such as
WordPerfect and Lotus to prepare reports and correspondence. A qualified typist is
required.
Knowledge of grammar, spelling, punctuation, required formats, and general
technical/legal terminology.
Knowledge of procedures required to maintain leave records, prepare forms for
various personnel actions, requisition office supplies and various other administrative
functions.
Factor 2 Supervisory Controls:
Supervision is provided by the Section Chief. Incumbent will perform routine,
repetitive duties under general supervision, but is given specific instruction and immediate
supervision for new or unusual assignments. Work products for routine assignments are
checked upon completion by the appropriate State Program Manager for technical
accuracy and adherence to program guidance and policy. In addition, progress toward
completion of new or unusual assignments is periodically spot checked for adherence to
specific instructions.
Factor 3 - Guidelines:
The work will be performed using the Clean Water Act and the National
Environmental Policy Act, plus attendance regulations and policies as guidelines.
However, use of the Agency's Handbook of Procedures manual and reference materials
will occasionally be necessary. The incumbent will exercise sound judgement in
determining how the regulations apply to particular situations and must have the ability
to search Agency files and program literature to find material related to a problem.
Factor 4 - Complexity:
The incumbent will typically perform complete assignments or segments of larger
projects. These assignments will be completed under the direction of the Program
Manager, and fact-finding and data collection will come from a number of sources.
Generally, assignments will be routine, however, frequent special projects will
require the incumbent to determine the relevance and importance of a large number of
facts and to resolve ambiguities in facts presented. In particular, this will occur in
performing user charge, wage determination, and various reports and assistance to the
Pag«C-34
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Department of Labor and HUD. The incumbent will determine what sources of
information are used to obtain sufficient information to arrive at a decision (e.g., files,
technical staff in the Division, contractors, State/local governments, other Federal
agencies).
Factor 5 Scope and Effect:
The woifc involves the review of various documents and submittals to assure the
completeness and accuracy required to run an effective delegated construction grant
program. The work product facilitates the work of others within the Section; it impacts the
obligation of grant funds and it results in the construction of municipal wastewater
treatment facilities which are designed to protect the health of the public in the Region.
Factor 6 - Personal Contacts:
Duties will require contact with each of the Region's State Department of Labor,
Regional Human Resources staff, State construction grant program staff members, and
grantees.
Factor 7 - Purpose of Contacts:
The contacts will be to exchange and gather information regarding grant
applications and EA/FNSIs for proposed projects in the Region. The incumbent will
occasionally need to use negotiating skills to obtain cooperation from the States and
grantees to supply necessary documentation. Planning and coordinating with other
Agency personnel will be required.
Factor 8 Physical Demands:
The position will entail general office work for the most part. Field work and travel
may be involved in visits to State offices and/or the grantee's offices.
Factor 9 - Work Environment:
Generally, the work will be conducted in the typical office environment.
PagcC-35
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
6. ENVIRONMENTAL PROTECTION ASSISTANT
(G&029-07)
Introduction:
This position is located in the Waste Planning Section which has SMponsibifty for
both planning and tracking implementation of the Resource Conservation and Recovery
Act (RCRA). Implementation can be evaluated through three activities: (1) delegation of
the program to authorized States, (2) permit issuance, and (3) overall facHrty compliance.
The purpose of this position is to support computer based information systems loanable
effective planning and tracking of these three activities.
The major emphasis of this position is on understanding project management
information requirements with the added responsibility for explaining the nature and extent
of any deviations. Personal contacts at this level involve frequent consulting with Branch
managers and State counterparts to develop these explanations.
Major Duties and Responsibilities:
Develops new information management reports for HWDMS and/or personal
computer: selects information components to be reported, formats the information to
meet software limitations, and determines appropriate selection criteria, to ensure reports
contain relevant facilities.
Reviews existing reports to eliminate, combine, or improve them. Reviews
requests for new or revised reports to determine if they are needed; whether they can be
simplified or consolidated wtth existing reports; and if improvements in the instructions for
preparation are required.
Reviews Headquarters' requirements for State reporting; recommends additional
Regional reporting requirements to Branch managers. Drafts model Regional forms.
Negotiates reporting format with each State.
Conducts audits of HWDMS and/or computer information systems to assure
integrity of information and to assure that only current material is retained.
Evaluates State data handling procedures through reviews of material gathered
during data verification visits to State agencies. Performs comparison between file
information and report information. Works with State to correct discrepancies and to
prevent future discrepancies.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Participates in meetings with representatives of State agencies and EPA staff to
discuss State reporting requirements; in particular what actions count toward grant
workplan and/or SPMS commitments. Assures that reporting objectives are understood
and that coding and retrievals are fully explained.
Prepares responses to routine correspondence and public inquiries regarding
RCRA implementation.
Performs other related duties as assigned.
Factor 1 Knowledge Required by the Position:
An understanding and familiarity with State RCRA programs and their relationship
with grant workplans and SPMS commitments.
Ability to respond to both oral and written inquiries concerning EPA laws,
regulations, policies and procedures.
Ability to understand applicable RCRA regulations, and guidelines and to relate the
meaning thereof to State personnel.
A knowledge of computer information systems and concepts, principles, and
practices concerned with water supply sources and requirements.
%
Ability to meet and deal with State officials.
Ability to modify standard practices, adapt precedents, or maxe departure from
previous approaches to similar projects to provide for the specialized requirements of
some projects.
Factor 2 Supervisory Controls:
Supervisor make assignments in the form of individual projects or work to be done
together with overall objectives, priorities, and deadlines. The incumbent, independently
plans routine and recurring work and coordinates work with other staff. The supervisor
or other higher grade staff is available to render advice on or review of unusual or difficult
problems. In such instances, the employee refers such problems together with a
proposed plan of action to the supervisor or higher grade staff. Work is reviewed for
accuracy and adheres to regulations and procedures.
Pag«C-38
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
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Factor 3 - Guidelines:
Guidelines consist of Agency manuals and publications; textbooks; local, State and
Federal codes and standards; AOP manuals; and agency poicy and program directives.
The employee is expected to be familiar with such guidelines and to adhere strictly to
them. Situations requiring judgment and originality are referred to the supervisor along
with a proposed recommendation.
Factor 4 Complexity:
Assignments typically contain combinations of complex features. Work at this level
typically involves the application of standard practices to routine situations.
Factor 5 Complexity:
The purpose of the work is to assist in the resolution of critical problems or the
development of new approaches or methods for use by other specialists. As data
management coordinator, provides advice and assistance to State officials, managers and
other professionals. Resutts of the efforts affect other professionals within and outside
the Agency.
Factor 6 Personal Contacts:
The incumbent will make various contacts with State and local officials and
programs. Also contacts will be made with the general public and private or professional
organizations interested in the implementation of RCRA.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
P«g«C-40
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^ADMJMSTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
x " .
9. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-07)
Introduction:
The incumbent functions under the National Pollutant Discharge Elimination
System (NPDES) pursuant to the Ctoan Water Act, and based on a general non-
professional knowledge of physical science and engineering concepts assists the
professional staff in all aspects of developing and issuing NPDES permits.
Major Duties and Responsibilities:
Reviews NPDES permit applications to ascertain technical completeness and
obtains the necessary scientific and technical information to develop the permit conditions.
This information may be obtained by telephone calls, letters of inquiry, plant visits, or
Section 306 letters. The information is assembled in a manner to allow an efficient review
by the professional staff.
Evaluates data using established mathematical and statistical methods at direction
of the professional staff.
Prepares fact sheets and public notices for NPDES permits. Assembles comments
and evaluates and responds to comments at the direction of the professional staff.
Assists in the assembly and distribution of final permits. This involves selection
of appropriate parts and standard paragraphs for the particular permit.
Prepares the administrative record of issued NPDES permits in accordance with
established procedures.
Travels to State offices to audit State NPDES files to ascertain adherence to
Federal NPDES regulations for permit issuance procedures and completeness of record
and to assure that the State program is consistent with National priorities. A form is
completed for each file audited. Participates in discussion with State staff on the files
Reviews draft NPDES permits submitted for review by delegated States under
direction of the professional staff to determine if limitations are consistent with National
guidelines and that water quatty standards are protected.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Maintains manual or ADP tracking systems for keeping up with progress of permits
being issued or numbers of permits issued. Assists in maintenance of the point source
inventory by checking print-outs against actual accomplishments and advising AOP staff
of any corrections needed.
Responds to citizens and Congressional inquiries regarding permit matters.
Assists in arranging and holding public hearings regarding issuance of NPDES
permits. TNs involves preparation of statements, registering participants, and responding
to comments made.
Performs other duties as assigned.
Factor 1 Knowledge Required by the Position:
A general, non-professional knowledge of the physical sciences and/or engineering
concepts as would typically be acquired through completion of technical/environmental
courses and on-the-job training so as to understand terms used in permit applications and
permits.
Knowledge of the practices and procedures, as outlined in the Regional procedures
manual for permit issuance.
Substantive knowledge of the administrative procedures of the NPDES permit
issuance process as are in Federal Regulations and National Policy.
Skill in communicating both orally and in writing to express clearly and concisely
instructions to State officials, water systems personnel and the general public.
Factor 2 - Supervisory Controls:
Receives general supervision from supervisor or higher grade professional who
provides advice and guidance, as required, during progress of work. Completed work is
reviewed for adequate and accurate application of guidelines, adherence to policies and
compliance with procedures and instructions, and for soundness of conclusions and
recommendations. Proceeds in most tasks on own initiative.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 3 Guidelines:
Guidelines include promulgated guidelines, National and Regional pofcy and
directives, and the Enforcement Management System text The incumbent wortcs in
adherence to the guidelines, consulting the supervisor or higher grade professional for
authorization on significant deviation.
Factor 4 - Complexity:
Assignments involve the evaluation of information and data from a variety of
industrial and municipal facilities. Technical and administrative considerations involving
the control of pollutants generated from industrial or municipal processes can generally
be handled by standard guidelines.
Factor 5 - Scope and Effect:
The scope of the work is inclusive of most aspects of issuing NPOES permits. The
Environmental Protection Assistant performs duties which would otherwise be assigned
to professional personnel, thus freeing them for other programmatic work.
Factor 6 Personal Contacts:
Works closely with other team members at all times. Occasional personal contacts
occur with permittees, State and Federal representatives, and the general public in
answering routine technical questions concerning specific permits.
Factor 7 - Purpose of Contacts:
Personal contact within the Agency is to assure that routine matters continue
without undue delay. Contacts outside the Agency are for the purpose of supplying
and/or obtaining information which does not require the attention of a professional staff
member.
Factor 8 Physical Demands:
Physical demands are those which would normally be necessary in an office
environment Some travel is required. Occasional exposure to industrial settings may
occur.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 9 - Work Environment:
General work environment is that found in an office where co-workers are in close
proximity.
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MANAGEMENT SYSTEM
10. ENVIROMMENTAL PROTECTION ASSISTANT
(GS-029-07)
Introduction:
This position serves as an Environmental Protection Assistant in the Facilities
Construction Branch of the Water Management Division. The Branch is responsible for
overall planning, coordination, and execution of wastewater treatment facilities
construction giant program in the Region. The incumbent is responsible tor performing
administrative/Inanoal reviews, overviews, processing and coordinating of applications
and supporting documents for Federal grants. Work involves ore-award, award, and post-
award construction grant activities for all wastewater treatment projects in the States in
which the incumbent is assigned.
Major Dirties and Responsibilities:
Serves as outlay analyst to track progress of assigned States toward achieving
outlay commitments. Identifies stow moving projects and analyzes reasons for lack of
progress utilizing GICS reports and required contacts with the State. This includes
tracking and analysis of projects in pre-construction lag status. Team Leader will be
advised with recommendations for appropriate action. Reviews annual outlay projects
developed by assigned States and makes recommendation for approval/disapproval.
Develops projection for assigned States for use in the EPA Regional Workplan.
Overviews State procedures on ore-application conferences.
Receives and overviews, or prepares grant amendments. This includes new Step
3 or Step 2 + 3 grants and aR amendments to existing grants. Actions include:
a. Assuring all required documents are included and are appropriate in grant
packages.
b. Assigning appropriate accounting information to grants.
c. Overviewing applications on a limited number of grant amendments.
d. Coordinating A-95 (SPOC) review process between EPA/State.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Advises State on administrative procedures and requirements under delegation
functions. This includes functions concerning grant amendments, payments, authority to
award and files.
Coordinates grant payment reviews between delegated States and FMO.
Maintains commitment balance for all available funds for State. Reconciles funds
records with the records of FMO and State Agency records.
Monitors GICS reports to review appropriateness of data input, track progress of
grams and status of projects in delay or backlog categories. Advises Team Leader and
corrects data or recommends further action.
Examines and analyzes incoming correspondence and documents to determine
when overviews are required. Routes documents requiring technical review or other
action to appropriate team members. Tracks such documents from receipt to completion
of required actions advising Team Leader of problems or delays. Maintains record
system to document overviews performed and resolution of overview comments.
Assures the appropriateness of wage rates in contract documents by maintaining
files of current wage rates. Issues wage rates to grantees at appropriate times by
tracking progress of grants. Coordinates with the Department of Labor to obtain special
wage rates or expedite issuance with required.
Tracks progress of grants proceeding to construction start. Maintains dialogue with
delegated State to ensure that appropriate information is entered by State in GICS.
Takes special interest in projects approaching lag status and sees that deviations are
requested in appropriate time. Advises Team Leader of approaching projects and
recommends action based on investigations.
Participates in audit process by:
a. Maintaining audit status book to document audit finding and resolution.
b. Transferring and tracking files between State, EPA and Office of the
Inspector General.
Travel is required.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
11. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-07)
Introduction:
Servos as and Environmental Protection Assistant in the Ground-Water Protection
Branch of the Water Management Division with the responsibility for monitoring and
tracking grants and performing administrative duties regarding the issuance of UIC
permits. Incumbent is assigned to the UIC Permits Unit, UIC Section.
Major Duties and Responsibilities:
Reviews UIC permit applications for administrative completeness by determining
if appropriate application attachments have been submitted and correct signatures and
certifications are included. Prepares appropriate Complete or Incomplete Notice for Unit
Chief's signature. Prepares permit application file, assigns application number and
maintains application log. Transmits application to assigned permit writer. Keeps Unit
Chief and permit writers informed of serious problems arising during course of review.
Assists in the evaluation of UIC programs, grants and contracts. Monitors work
accomplishments for compliance with grant program plans and contracts. Participates
with senior staff in the ongoing evaluation of State program effectiveness, identifying
progress and problems, developing recommendations and planning EPA response.
Assures that reports required by permits and UIC program regulations (i.e., reports
of violations, malfunctions, characteristics of injection fluids, injection pressures, well tests
and workovers) are being timely submitted. Tracking of timely submittals is accomplished
by incumbent maintaining and utilizing both a manual and computerized data base on
each permit and rule authorized well. Should a violation be noted, the incumbent will
prepare an internal violation notice and give to the appropriate professional staff member.
Answers routine correspondence on own initiative; i.e., questions concerning UIC permits
and rule authorized wells, citizen complaints, etc. Collects information necessary for
senior staff to respond to inquiries from citizens, the States, and Congress regarding UIC
programs and permits.
Gathers and prepares data from program reports for evaluation by mathematical
and statistical methods at the direction of the professional staff.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Assists in the preparation and typing of fact sheets and public notices for UIC
permits. Is responsible for coordination of public notice dates with permit writers, timely
mailing of public notices, constant maintenance of UIC program mailing lists for each of
the States and for the general Regional 1st Assembles comments and assists in the
preparation and typing of appropriate responses as directed by the professional staff.
Assists in the assembly and distribution of final UIC permits inducing the selection
of appropriate permit language and standard paragraphs. Performs typing required to
accomplish this duty.
Assists in EPA public hearings conducted in connection with UIC permits. This
involves the collection and assembly of information into reports, registering participants,
and assisting senior staff in preparing responses to comments received. Travel is
required.
Performs other related duties assigned.
Factor 1 Knowledge Required by the Position:
A general non-professional knowledge of the physical sciences and/or engineering
concepts as would typically be acquired through completion of technical/environmental
courses and on-the-job training so as to understand terms used in permit applications and
permits in order to determine if the necessary mapping, geologic, and fluid analysis and
other technical information have been submitted in permit applications.
Knowledge of the practices and procedures as outlined in the Region's clarification
document for UIC permit applications.
Substantive knowledge of the administrative procedures of the UIC permit issuance
process as are in Federal regulations and Regional poMcies to assure smooth flow of
information from the States and the regulated community to EPA officials and vice versa.
SUN in communicating both orally and In writing to express dearly and concisely
instructions to the regulated community concerning the requirements for fling permit
applications which are timely and administratively complete as required by Federal
regulations.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 2 Supervisory Controls:
Receives general supervision from supervisor or higher grade employees who
provide advice and guidance, as required, during process of work. The incumbent works
with relative independence and completed work is reviewed for adequate and accurate
application of EPA policy and procedures. As incumbent develops, review of work
products becomes more limited and the incumbent works more on his/her own initiative.
Factor 3 Guidelines:
Guidelines include formal guidance documents and procedures manuals, National
and Regional policy directives, the Regional Compliance Strategy and promulgated
regulations. Incumbent works in adherence to the guidelines, consulting the supervisor
or higher grade professional for authorization on significant deviations. The incumbent
will use his own judgement, based on guidance and procedure documents, in determining
if applications are complete.
Factor 4 Complexity:
Tasks are primarily routine elements of the Unit's daily workload. Assignments
involve the evaluation of information submitted for UIC permit applications from various
types of underground injection activities covering construction, operation, and plugging
and abandoning of injection wells. Good organizational skills are necessary.
Factor 5 - Scope and Effect:
The assistant performs routine duties thus freeing professional staff members for
higher level tasks. Work products affect the quality and quantity of professional services
provided under the Safe Drinking Water Act.
Factor 7 Purpose of Contacts:
Contacts are for the purpose of responding to both technical and non-technical
inquiries/requests regarding notifications and to research and disseminate information
regarding the program. The Assistant will work with operators to make sure information
submitted is complete and in an understandable format
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Factor 8 Physical Demands:
Physical demands are those which would normally be necessary in an office
environment
Factor 9 Work Environment:
The work is performed in an office setting.
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12. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-07)
Introduction:
The incumbent functions under the National Pollutant Discharge Elimination
System (NPDES) pursuant to the Clean Water Act, and based on a general, non-
professional knowledge of the physical sciences and engineering concepts, reviews and
assures compliance with the conditions of NPOES permits in assigned areas.
Major Duties and Responsibilities:
Reviews DMRs for compliance with NPDES permits by comparing data submitted
by industry with effluent limitations. Violations are noted and a Violation Report is
prepared. In preparing the violation report, degree of violation must be assessed and
compared with technical review criteria. Previous problems are noted on the form along
with possible problems and/or solutions. In many cases, a recommendation for action is
made. Recommended actions, in many cases are carried out by EPA. These can and
do include preparation of NOVs, AOs, telephone calls, etc. Reviews State Inspection
Reports for compliance with NPDES permits. If significant violations are noted, a
Violation Report is prepared and carried out as above.
Travels to State offices to audit State NPDES files for compliance and enforcement
history as part of EPA's State overview effort. Participates in audit by reviewing State
NPDES files for consistence and compliance with EPA policy and laws. Prepares and
Inspection Overview Audit form for each facility audited. Participates in discussion with
State staff on facilities audited. With professional staff guidance, conducts compliance
inspections of industrial facilities to verify compliance status with permit requirements.
Gathers and coordinates data for special studies and surveys; i.e., permittees in
compliance with specific parameters, schedules, etc.
Assists professional staff in researching compliance histories for preparation of
investigation reports and case preparations for referral to DOJ. Research involves
compiling data from compliance file, DMRs, inspection reports, into usable form such as
outline or graph.
Assures that reports required by permits (i.e., reports of violations, compliance/non-
compliance, and self-monitoring) are being submitted in a timely manner. This requires
the maintenance of logs and records on each discharger and the information contained
in the NPDES permit Should there be a violation noted, a Violation Report is prepared
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
and action recommended. Actions are usually carried out by EPA. Answers routine
correspondence on own initiative; i.e., questions concerning NPDES permits and/or
DMRs, citizens complaints, etc.
Assembles information for quarterly compliance status reports. This involves
gathering data from compliance files, tog books, DMRs, etc., and condensing information
into report form. Also, prepares notices of violation. This involves maintaining records
on violations of NPDES permits and compliance actions taken; preparation of periodic
reports from the records; preparation of notices of violations and other letters to
permittees.
Reviews draft NPDES permits for consistency with enforcement related factors
such as AOs, construction schedules, referrals.
Responsible for inputting schedule and inspection information into the computer
system. This involves direct input at computer terminal of necessary information.
Performs other related duties as assigned.
Factor 1 Knowledge Required by the Position:
A general, non-professional knowledge of the physical sciences and/or engineering
concepts as would typically be acquired through completion of technical/environmental
courses and on-the-job training so as to understand problems relating to non-compliance
by permittee and their efforts to correct the problems.
Knowledge of the practices and procedures, as outlined in the inspection manual,
in conducting on-site inspection of water pollution sources to ascertain compliance or non-
compliance with Clean Water Act
Knowledge of the administrative procedures of the NPDES permit compliance
program to assure smooth flow of information from permittee to EPA officials and the
reverse, to assure AOs and other documents are in correct order and meet requirements
of the law.
Factor 2 Supervisory Controls:
Receives general supervision from supervisor or higher grade professional who
proves advice and guidance, as required, during progress of work. Completed work is
reviewed for adequate and accurate application of guideines, adherence to policies and
Pig«C-S2
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compliance with procedures and instructions, and for soundness of conclusions and
recommendations. As incumbent develops, review becomes more limited and incumbent
works more on own initiative.
Factor 3-Guideline*:
Guidelines include promulgated guidelines, National and Regional policy and
directives, and the Enforcement Management System text. The trainee works in
adherence to the guidelines, consulting the supervisor or higher grade professional for
authorization on significant deviation.
Factor 4 Complexity:
Assignments involve the investigation of information and data from a variety
of industrial facilities. Technical and administrative considerations involving the control
of pollutants generated from industrial or municipal processes can generally be handled
by standard guidelines.
Factor 5 Scope and Effect:
The scope of the work is inclusive of most aspects of enforcing issues NPOES
permits. The Environmental Protection Assistant performs duties which would otherwise
be assigned to professional personnel, thus freeing them for other programmatic work.
Factor 6 Personal Contacts:
Works closely with other members of the compliance team at all times. Occasional
personal contacts occur with permittees, State and Federal representatives, and the
general public in answering routine technical questions concerning specific permits.
Factor 7 - Purpose of Contacts:
Personal contact within the Agency is to assure that routine matters continue
without undue delay. Contacts outside the Agency are for the purpose of supplying
and/or obtaining information which does not required the attention of a professional staff
member.
PagtC-53
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Factor 8 Physical Demands:
Physical demands are those which would normally be necessary in an office
environment. Some travel is required. Occasional exposure to industrial settings during
inspections.
Factor 9 - Work Environment:
The work is performed wtthin an office setting.
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13. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-028-07)
Introduction:
This position is located in the Permits Section, Compliance Branch, Water
Management Division. Incumbent performs administrative tasks associated with
processing, issuance and coordination of National Pollutant Discharge Etavnation System
(NPDES) permits and related documents in the Region.
Major Duties and Responsibilities:
Incumbent develops proper format and procedures to be used in typing of NPDES
permits. Incumbent will also assist the engineering/scientist staff in improving and
modifying the NPDES permit format as necessary.
Incumbent reviews and evaluates for further action all Section correspondence
regarding routine permit issuance activities in both non-delegated and delegated States.
Actions taken by incumbent will include phone calls, draft letters, and referrals to other
permit staff members for data entry or technical follow-up as necessary. Provides factual
information regarding the status of actions, procedural steps, etc.
Incumbent is responsible for drafting all correspondence written by EPA regarding
reissuance, modifications, applications, revocations, issuance, name changes, etc.
Coordinates all replies made to commenters during public notice.
If public hearings are held on proposed permits, incumbent is expected to arrange
the time and place, contact the participants, and draft the hearing record.
Incumbent is responsible for quality review on all NPDES permits issued by EPA
including review of document for completeness; inconsistencies between Statement of
Bases, permits, fact sheets, and public notices; typographical errors, etc. Incumbent
refers problems to permit writer or supervisor for further direction or for them to resolve.
Incumbent independently composes pubic notices relating to proposed permits and
scheduled public hearings. Incumbent is responsible for setting up and maintaining the
administrative record for all permit issuance activities.
Pag«C-55
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Incumbent is responsible tor the coding and entry of data from EPA and some
delegated State-issued NPOES permits into the NPDES national database, the Permits
Compliance System (PCS). Information put in the system includes routine, recurring
permit effluent limitations and monitoring conditions, sample type, reporting requirements,
compliance schedules, etc. This data is used to generate discharge monitoring reports
for use by the NPOES permitted facility as well as in-house tracking of discharge data,
construction and other schedule items for compiance determination purposes. Incumbent
may also code and enter pretreatment enforcement actions as assigned. Incumbent will
be responsible for the quaity of coded information.
Incumbent is responsible for tracking the use of funds throughout the fiscal year
for NPDES public notice/hearings tor permit issuance, delegation and enforcement
activities performed by the Regional office.
incumbent acts as a liaison between delegated States and EPA for permit issuance
activities. Incumbent will assist in the review of permit administrative records and function
of delegated States during State program reviews/delegations performed by EPA.
Incumbent compiles and summaries factual data.
Incumbent performs administrative functions in setting up Permit Section training
classes for EPA, State and the regulated community, as assigned. Duties may include
arrangements for meeting rooms, necessary audiovisual equipment, preparing workbooks
for participants, taking phone calls from potential attendees, etc.
Incumbent incorporates changes into administrative process based on new EPA
regulations concerning permit issuance processes as directed by the supervisor.
Provides secretarial and administrative support and performs other duties as
assigned.
Factor 1 Knowledge Required by the Position:
Detailed knowledge of EPA and State taws and regulations and procedures for the
NPDES permit issuance process.
Knowledge of municipal and industrial waste treatment terminology and processes
to understand the permits and to convert/compute information and numbers to database
codes.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Detailed knowledge of coding requirements for computer generation of discharge
monitoring reports and compliance schedules. Familiarity with PCS, EPA's NPDES
national database, enabling the incumbent to enter and retrieve data.
Knowledge of Freedom of Information Act (FOIA) procedures, including methods
of payment and waiver requirements.
Knowledge of all State/EPA agreements and delegation agreement contents
relating to administrative procedures.
Skill in fact-finding and analysis to obtain, organize, and report relevant material
in permit reviews, hearing records and changes in processing regulations.
Knowledge of NPDES filing procedures.
Factor 2 - Supervisory Controls:
Supervisor, Chief of the Permits Section, gives general instructions concerning
objectives and anticipated problems but not related to procedures. Problems which
involve technical issues are referred to the supervisor. Situations not covered by previous
instructions or guidance are reviewed by the incumbent to be formulated and forwarded
to the supervisor for approval and final implementation.
Supervisory review will consist primarily of observations of the products which the
incumbent is expected to provide, i.e., error-free permit packages, accurate and current
files, accurate information transmrttal, etc.
Factor 3 - Guidelines:
Broad guidelines are available including NPDES permit regulations, Headquarters'
guidance documents, the Clean Water Act, State laws and regulations.a nd the FOIA
guidelines. The incumbent is expected to be generally familiar with these references and
be able to apply references and interpretations to most situations. In some instances, it
may be necessary for the incumbent to provide comments in developing new Water
Management Division procedures that will then be adopted as general policy in the
Region.
Considerable judgment, ingenuity, and originality are required in deviating from the
guidelines when they are not applicable.
P«Q«C-57
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 4 Complexity:
Incumbent performs a variety of work that requires a considerable number of basic
but established methods, procedures, and techniques. Assignments involve independent
planning for carrying out tasks that are associated with the overall Regional NPDES
permitting program. Assignments require a detailed study of the NPDES permitting
program and judgment and versatility to deal with incomplete, ambiguous, or inaccurate
information in order to assure that Clean Water Act requirements are met and that
records are complete and accurate.
Factor 5 Scope and Effect:
Incumbent is responsible for the smooth operation of the permit issuance process.
Relationships with permittees, State and local agencies, the public, and news media may
be directly affected by the incumbent's activities.
Incumbent's work must be technically reliable and legally defensible since the
permit acts as a contract between the Agency and the permittee to ensure compliance
with the Clean Water Act.
Factor 6 Personal Contacts:
Incumbent is in contact with members of the public, State, permittees, and permit
applicants on a daily basis. Incumbent is in constant contact with EPA engi-
neers/scientists concerning permit contents, issues, etc. Contact with Headquarters may
occur on an intermittent basis.
Factor 7 Purpose of Contacts:
Contacts normally are made to obtain information, clarify existing information,
coordinate work efforts, participate in the overview of State NPDES permitting programs,
and to promote general adherence to Agency standards, strategies, and statutory
requirements.
Contacts are made both inside and outside the Agency without supervisory
guidance.
Factor 8 - Physical Demand:
Work is sedentary in nature.
P«g«C-58
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Factor 9 Work Environment:
The work is performed in an office setting.
Pap*C-5»
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14. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-07)
Introduction:
This position is located in the Response Section, Emergency Response Branch of
the Hazardous Waste Management Division. The incumbent is responsible for a variety
of program and logistical support activities which deal primarily wftn budgetary, program
planning, reporting and tracking matters. However, assistance in site assessment and
response is also carried out. Incumbent coordinates activities with the Prevention Section
as necessary.
Major Duties and Responsibilities:
a. Records Management:
Develops and maintains a system of records in support of site clean-
up/removal action under CWA and CERCLA. Insures that orderly, accurate and adequate
records are available for in-house review (i.e., potential legal/cost recovery action) as well
as appropriate public review. Consults with the Emergency Response Branch specialists
to determine needs and the uses to which such records will be put.
Develops and institutes a document/record control system for the Branch.
Reviews agency guidance/recommendations on records management, develops and
recommends local implementation of guidance and procedures, and implements an
approved records management system.
Reviews contents of records based on Agency guidance and program
requirements for adequacy and proper sequence and format. May go on-stte to establish
or review internal and/or she-specific documentation and files.
b. Program Data and Reports:
Prepares a variety of regular recurring and on-request unique reports on the
status of dean-up or removal projects. Computes and complies statistical data.
Consolidates, edits and/or prepares narrative status, briefing and pollution reports for use
by management or others. Remains current on general project status through records
review and coordination with On-Scene Coordinators (OSCs). Assist Branch personnel
on request in records research, data collection and information consotdation.
P«0*C-61
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ADMWISTHAT1VE SUPPORT CAREER MANAGEMENT SYSTEM
Prepares anoVor consolidates periodic and routine financial management and
summary reports regarding project commitments, obligations and expenditure including
internal and external obligations per project. Develops and maintains a suspense and
tracking system to assure accountability of Section activities.
c. Removal Action Support:
Supports higher grade specialists in preparing and implementing Community
Rotations Plans. Attends meetings and conferences and reports on the issues discussed,
points covered, etc., and prepares and/or makes pubic presentations or briefings to
convey factual material on specific cleanup or removal actions. Makes arrangements for
pubyc meetings by obtaining space, notifying participants, publicizing meeting gathering
and assembling required briefing materials, etc.
Perform in the field a variety of program and logistical support functions, as
required such as assisting with non-technical sample collection activities, photographic
documentation, field office set up, organize and initiate project files, locate and maintain
project Administrative Records, etc.
Assists with preparation of incident-specific purchase requests and formal
contract documents. Track and monitor document flow against established milestones
and project ceilings to ensure conformity with published guidance and approved actions.
%
d. Administration:
As Custodial Officer for the Branch, maintain adequate levels of safety
equipment and survey instrumentation, and track and record disposition of accountable
equipment and/or supplies assigned to the Branch.
Prepare Purchase Requests (PRs) and track PRs through the supply system
to assure timely receipt of supplies or services.
Factor 1 - Knowledge Required by the Position:
Knowledge of procedures and formats used for correspondence and financial
reports.
Knowledge of grf~-nar, punctuation, format and the English language so as to
prepare correspondence? 4 edit written materials.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Knowledge of environmental sampling and spill response requirements and
procedures.
Skill in screening technical and non-technical response related information and
organization, writing and editing written material so as to effectively communicate with
supervisor, EPA personnel and other Federal, State and local entities.
Skill in cataloging, filing and retrieving critical information.
Skill in monitoring and tracking Branch investigation, sampling and response
actions and extracting appropriate technical information for management review purposes.
Knowledge of data processing methods, computer application and computerized
tracking systems.
Skill in computer applications for data processing/management and computerized
tracking systems.
Factor 2 Supervisory Controls:
The immediate supervisor will provide general technical guidance and program
policy on new assignments. The incumbent will perform in a relatively independent
manner while bringing only significant deviations or problems to the attention of the
supervisor. Reports will be reviewed for accuracy and adherence to program objectives
and policy. Letters and memos will be prepared independently.
Factor 3 - Guidelines:
Procedures, instructions, regulations and guides are generally available for routine
duties. Guidelines in the form of Agency regulations, policies, and contingency plans are
also available. The incumbent is routinely expected to apply skills in isolating essential
features of all assignments. The incumbent will independently identify techniques,
procedures and support to further management efficiency of the Branch.
Factor 4 Complexity:
Duties may involve a complex variety of specific tasks which may culminate in
identifying program support activities which will improve overall efficiency of the Branch.
Incumbent will be expected to develop working relationships with individuals possessing
expertise to make such identifications. Based on information obtained, the incumbent will
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
identify, evaluate, and recommend approaches for streamlining and furthering the
effectiveness and efficiency of the Branch.
Factor 5 Scope and Effect:
The scope of duties assigned to the position range from general administrative to
detailed analytical functions. In general, the duties include developing, maintaining and
updating reporting and tracking mechanisms and financial management support to the
Branch and to the Branch's field operating units. The work affects the overall manage-
ment effectiveness and efficiency of the Branch.
Factor 6 - Personal Contacts:
Contacts include co-workers in the Emergency Response Branch and staff from
other Divisions, operating offices, other Regional offices and Headquarters in related
support elements, other State and Federal agencies, contractors and members of the
general public. Contacts are for the purpose of defining and where possible, resolving
issues, developing concepts or programs and exchanging information.
Factor 7 - Purpose of Contacts:
Contacts are for the purpose of collecting exchanging, providing information and
obtaining instructions and identifying methodologies processes and procedures for
improving the effectiveness and efficiency of the Branch.
Factor 8 - Physical Demands:
The work is not physically demanding, however, there is considerable pressure in
meeting short deadlines.
Must pass an Agency provided medical examination designed to certify incumbent
as physically fit for field duty.
Factor 9 - Work Environment:
Work is normally performed in an office setting. However, some travel may be
necessary to support management efforts during investigation, assessment or response
operations.
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15. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-Q29-07)
Introduction:
This position is located in the Wyoming/South Dakota Section, RCRA Implementa-
tion Branch, Hazardous Waste Management Division. Employee provides administrative
support incluolng conducting compliance monitoring activities; handling the permitting
public notice requirements for operating, and closure/post closure permits; entering data
on the ground-water workstation; and performing other Section administrative duties.
Major Duties and Responsibilities:
a. Corrective Action:
Assists RCRA corrective action project manager in conducting community
relation activities. Duties will include scheduling public meetings, developing mailing lists
for fact sheets, preparing public notice announcements for newspapers and radio
broadcasts, purchase orders for media announcements and meeting room rental, and
setting up administrative records for corrective action decisions.
b. Compliance Monitoring:
Helps lead RCRA inspector prepare to conduct inspections. This includes
file review of sites to be inspected, preparation of notice of inspection forms, making
arrangements with the facility, and assisting in work performed at the site, including
keeping field notes, taking pictures, and reviewing facility records.
Reviews State inspection reports as received for technical adequacy as well
as violations cited, and tracks State enforcement response to ensure timely and
appropriate enforcement actions are taken. Follows up with the State to ensure adequacy
of State actions.
c. Enforcement:
Helps RCRA project manager prepare information request, compliant, and
consent agreements under 3007,3008,3013, and 7003 of RCRA. May prepare simple
enforcement follow-up actions as assigned.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Tracks RCRA facility compliance with Section enforcement orders and
agreements. Maintains case development tracking system for the Branch, and refers
Section cases for follow-up to the appropriate RCRA project manager. Gets information
form all Branch Regional Counsel staff in order to maintain an up-to-date tracking system.
Recommends follow-up in other Branch Sections through the Branch Chief.
Mails out all enforcement orders in the Section using Regional Counsels'
procedures. Develops new procedures as necessary to make the process as effective
possible.
Develops Standard Operating Procedures for all Section enforcement activity
including standard orders, notices of violation, etc., to be used by all Section staff as a
training tool.
D. Permitting:
Develops mailing fists for permit actions and ensures that public notices are
mailed to intended recipients. Prepares public notice announcements for newspapers and
radiobroadcasts. Prepares purchase orders for media announcements. Foltows-upto
ensure that regulatory public notice dates for permitting or closure/post closure activities
are met. Tracks EPA permitting activities.
E. Other:
Responds to Freedom of Information requests for all assigned items.
Applies Agency confidentially requirements as necessary.
Maintains the Section's technical programmatic files. Maintains the
Section's controlled and assigned correspondence tog.
Maintains time and leave records for Section staff, prepares travel
authorizations, makes travel arrangements, reviews travel vouchers, arranges for
duplication, prepares purchase orders, and receives Section calls on a limited basis.
Types other Section staff's work on an infrequent basis.
Enters data Mo the ground-water workstation, and assists in providing
information to be entered into RCRIS. Produces maps from the workstation that can be
used immediately by the project manager.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Conducts SPMS/STARS, ETS, etc., tracking activities. This includes
retrieval of information as well as follow-up to ensure information is in appropriate
databases.
Sets up and maintains database system on inspector requirements to
ensure that all staff take appropriate training to meet RCRA inspector requirements.
Coordinates with the staff and Section Chief to ensure all necessary tnrining is taken
during each fiscal year.
Factor 1 Knowledge Required by the Position:
Working knowledge of the Resource Conservation and Recovery Act (RCRA) as
amended. Broad knowledge of corrective action, permitting and enforcement policy,
guidance, and directives.
Broad knowledge of hazardous waste technical requirements for generators,
transporters and treatment, storage, and disposal facilities.
Extensive training needed to gain RCRA knowledge includes 190 hours of training
with 30 hours of the training being field work. Forty hours of health and safety training
are required before performing field inspection activities.
Knowledge of the procedures and formats used for correspondence, public notices,
and procurement requests for media announcements or public meetings.
Knowledge of grammar, punctuation, format, and English to prepare correspon-
dence and edit written materials. Skill in working with technically oriented staff on public
notices and tracking reports. Skill in organizing and tracking information so that it can be
readily retrieved and utilized, including knowledge of filing systems. Skill in verbal
communications to gather and convey information from and to persons with both technical
and non-technical backgrounds
Knowledge of the organization of files and the purpose and content of documents
in the file. Knowledge of information management procedures for processing documents,
filing and retrieving information, preparing reports and using mailing lists.
Knowledge of microcomputer systems, including word processing, to maintain
records and prepare informational materials.
PapC-67
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Familiarity with administrative regulations relating to travel, and time and
attendance records.
Factor 2 Supervisory Controls:
Supervisor or higher graded employee gives assignments by indicating overall
objectives, priorities, and deadlines and assists the incumbent with any unusual problems.
Incumbent Is expected to show initiative, creativity, and originality in the manner and
system of data gathering and dissemination.
The employee independently plans and carries out recurring assignments and
handles problems and deviations in work assignments in accordance with instructions,
policies, previous training, or accepted practices. Any unusual situations are referred to
the supervisor. Work is reviewed upon completion for accuracy, completeness,
adherence to standard practices, and instructions.
Factor 3 Guidelines:
Guidelines include the Resource Conservation and Recovery Act (RCRA),
associated rules, enforcement guidance, regulations, Agency policy, and standards
pertaining to hazardous waste management. Where guidelines are unavailable or
inadequate, incumbent seeks guidance from supervisor or senior staff member.
»
Factor 4 - Complexity:
The incumbent assists in varied corrective action, compliance monitoring,
enforcement, permitting and administrative work. Issues encountered vary from one
project to another. Work will require organizational literature research work to keep up-to-
date on new regulations, requirements and policy. Multiple duties must be prioritized by
incumbent and completed within short time frames.
Factor 5 Scope and Effect:
The work involves performing a variety of administrative, and inspection/enforcem-
ent support functions which win aid in improved efficiency and effectiveness of the RCRA
program in the Region. Work output will affect the accuracy, reliability, and thoroughness
of the Section's RCRA program.
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ADMINISTRATIVE SUPPORT CARES) MANAGEMENT SYSTEM
Factor 6 - Personal Contacts:
Personal contacts will be with a wide variety of persons, including both technical
and administrative representatives of industry, contractors, Federal agencies, State and
local governments, mtra-offic© professionals, Regional staff members, EPA Headquarters,
the general public, and the media.
Factor 7 Purpose of Contacts:
The purpose of the contacts is to obtain, clarify, or given facts or information
concerning corrective action, permitting, compliance monitoring, and enforcement
activities.
Factor 8 - Physical Demands:
Work is generally of a sedentary nature. Field activities may require some walking
on site, lifting and carrying of moderately heavy items and wearing personal protective
gear. The work may include some physical and mental stress due to attendance at public
meetings, and court hearings.
Factor 9 - Work Environment:
The work environment involves everyday risks or discomforts which require normal
safety precautions typical of offices and training rooms. When on-site, the environment
requires constant evaluation and application of OSHA health and safety regulations.
Repeated exposure may place employee at risk.
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16. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-07)
Introduction:
This position is located in the immediate office of the Chief, Superfund Manage-
ment Branch.
Major Duties and Responsibilities:
Serves as assistant to the ARCS, TES, and FIT Project Officers (POs). Prepares
procurement, work assignment, and technical direction documents in accordance with
contracts manuals, applicable guidance, and directives. Assembles and maintains an up-
to-date library of procedures, instructions, and requirements. Reviews contractor invoices
and progress reports for completeness. Directs portions of the contractor performance
evaluation process. Obtains contractor evaluations from Remedial Project Managers
(RPMs) and Site Assessment Managers (SAMs) and reviews for completeness, prepares
PO reports, reconciles RPM/SAM and contractor evaluations, and schedules Performance
Evaluation Boards (PEBs). Assists in training RPMs and SAMs in appropriate contracting
procedures. Assists POs in resolving contract disputes. Provides recommendations to
the Branch Chief for improvements or problem resolution.
Serves as Branch's coordinator for responses to Freedom of information Act
(FOIA) requests. The Branch's FOIA requests are generally of two types: requests for
CERCLIS listings, and requests for review of site assessment files. The incumbent is
responsible for drafting responses for the Branch Chief's signature for both types of
requests. The incumbent will coordinate with the Planning and Finance Section to obtain
necessary CERCLIS reports to respond to the first type of requests. The incumbent will
review existing site assessment files for the second type of requests to determine
materials that are appropriate for release under FOIA. When necessary, the incumbent
will contact SAMs to obtain additional information, determine current site status, and
appropriate courses of action. The incumbent will maintain a tracking system for all FOIA
requests, and ensure that all appropriate charges are identified and billed, when
appropriate, to the requestor.
Serves as the Branch's Coordinator for Training. The incumbent is responsible for
overseeing the development, installation, and implementation of a Division-wide tracking
system for mandatory training. The incumbent will train designated contacts in each
Branch in the Division to maintain and update the tracking system for each employee,
subject to mandatory training requirements. The incumbent will analyze reports from
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
each Branch at least once each quarter and prepare a status report to the Deputy
Division Director. In addition, the incumbent is responsible for acquiring, reviewing, and
distributing to appropriate Branch Chiefs various training calendars related to the
Superfund Program (OSWER, Regional Training Institute, Hazardous Substance
Research Center, program-specific or Regional-specific training calendars). Where
scheduling conflicts are evident or apparent, the incumbent will contact appropriate parties
and attempt to achieve a resolution. As the Division's point of contact for the OSC/RPM
Training Program, the incumbent will track upcoming Academy sessions, and assist, as
needed, in the enrollment of OSCs and RPMs.
Serves as Branch Secretary. Coordinates timely and accurate submission of time
cards and correction cards. Coordinates Branch travel budgets, travel authorizations, and
submission of traveller reimbursement vouchers. Maintains an accurate and up-to-date
summary of travel expenditures and planned travel. Reviews and evaluates clerical
workload distributions and informs respective Section Chiefs. Develops and revises
standard operating procedures for clerical and administrative work within the Branch and
works with the Branch's managers, clerical, and administrative staff to identify and
recommend improvements. Acts as the Branch's focal point for administrative
responsibilities with the Division Secretary, Division Administrative Officer, and other
program personnel. Regularly advises the Branch Chief of the status or progress towards
meeting Branch clerical and administrative responsibilities.
Performs other duties as assigned.
Factor 1 Knowledge Required by the Position:
General knowledge of administrative functions.
Knowledge of administrative regulations relating to travel, and time and attendance
records.
Knowledge of the organization of files and the purpose and content of documents
in the file. Knowledge of information management procedures for processing document,
filing and retrieving information, and preparing reports.
Knowledge of data processing methods, tracking systems, and ability to
communicate with ADP personnel.
General knowledge of Superfund process as it pertains to site assessment and
contract procedures.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
..... T . i-
Training in contract management and administration.
Ability to communicate and negotiate in both individual and group tattings.
Factor 2 - Supervisory Controls:
Incumbent is supervised by the Chief of the Supariund Management Branch.
Supervisor provides general instruction as to objectives, scope, and anticipated problems,
and procedures used. Repetitive work is performed independently. Significant deviations
or unusual situations are referred to supervisor. Work is reviewed upon completion tor
accuracy to standard practices, and to assure conformity with requirements.
Factor 3 - Guidelines:
Procedures, instructions, regulations and guides are generally available. Agency
policy and other Federal requirements involving contracts are available for reference. The
incumbent works under general guidance for performing duties and exercises judgment
and ingenuity in interpreting guidelines and adapting to alternative methods.
Factor 4 - Complexity:
Incumbent operates in a program which is acknowledged to be of highest priority.
Assignments involve assistance to efforts affecting critical Agency planning and
remediation activities. Complex issues are evaluated by the Branch Chief and
professional staff with input from the incumbent. Work products directly facilitates Branch
accomplishments.
Factor 5 Scope and Effect:
The primary purpose of this position is the provision of administrative and technical
assistance to Branch staff, the Branch Chief, and the Deputy Division Director. The
incumbent provides status reports and recommendations.
Factor 6 Contracts:
The incumbent has frequent contact with co-workers, Section Chiefs of the Branch,
the Branch Chief, other Branch Chiefs, the Deputy Division Director, representatives of
other EPA Regions and Headquarters, State agencies, contractors, and the general
public.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 7 - Purpose of Contacts:
Personal contacts within the Agency are to assure that routine matters continue
without delay or conflict Contacts outside the Agency are to obtain, clarify, or give facts
or information concemng contracts, FOIAs, and training.
Factor 8 - Physical Demands:
Work is generally of a sedentary nature. Physical demands are those which would
normally be expected in an office environment The ability to travel by air and car is
required.
Factor 9 Work Environment:
The work environment involves everyday risks or discomforts, and thus normal
safety precautions, typical of offices and training facilities. Occasional travel to EPA-HQ,
other Regional offices, contractor offices, and State program offices may be required.
P«g»C-74
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
17. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-07)
Introduction:
This position is located in the Office of the Chief, Emergency Response Branch.
Major Duties and Responsibilities:
Serves as assistant to the ERCS Deputy Project Officer. Assists in the preparation
of procurement documents in accordance with contracts manual, applicable guidance, and
directives. Assembles and maintains an up-to-date library of procedures, instructions, and
requirements. Trains On-Scene Coordinator (OSCs) in appropriate contracting
procedures. Assists in resolution of contract dispute actions. Provides improvement
and/or problem resolution recommendations to Branch Chief.
Serves as IAG Project Officer for utilization of other Federal agencies in
environmental investigations and cleanup actions. Negotiates IAG considerations with
respective Federal agencies, and coordinates activities with the Regional EPA Grants
Office. Assists OSCs in the development of technical workplans.
Monitors the costs, expenditures, and overall performance under ERCS contracts
and lAGs. Ensures accuracy of computerized cost documentation. Ensures that all
procedures, costs, and requirements are complete and available for audit at all times.
Periodically travels to response action cleanup sites to ensure that appropriate
procedures, requirements and records are being maintained. Provides guidance to OSCs
and Response Section Chief. Performs independent cost-effectiveness reviews and
provides improvement recommendations to Branch Chief.
Tracks multi-million dollar intramural and extramural accounts, makes projections
of fiscal year expenditure needs, and advises Branch Chief. Provides recommendations
for meeting current year needs and future year budget proposals. Tracks Branch
accomplishments and ensures accurate and timely submission of computerized data.
Confers wtth other program officers to ensure coordination of quarterly accomplishment
projects. Analyzes workload pricing factors and workload models. Participates in
Regional and National workload distribution meetings, and provides recommendations to
the Branch Chief. Prepares detailed reports, charts, and other graphical representations
as needed, or requested.
Pig«C-75
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Tracks availability of EPA nationally provided training. Determines Branch training
needs, including OSC required training. Advises Branch Chief of staff training
requirements and compliance status. Determines distribution of EPA nationally provided
165 Series Training at various State locations within the Region.
Serves as the Branch Secretary. Coordinates, tracks, and distributes for response,
Freedom of Information Act requests. Coordinates timely and accurate submission of
time cards and correction cards. Coordinates Branch travel authorization procedures, and
traveler reimbursement vouchers. Maintains an accurate and up-to-date travel
expenditure summary. Reviews and evaluates clerical workload distributions, coordinates
training uniformity, and advises respective Section Chiefs. Acts as Branch focal point for
administrative responsibilities with Division Secretary, Division Administrative officer, and
other program personnel. Regularly advises Branch Chief of status in meeting Branch
clerical and administrative responsibilities, and provides improvement recommendations.
Performs other duties as assigned.
Factor 1 Knowledge Required by the Position:
General knowledge of administrative functions.
Knowledge of economics and accounting principles.
General knowledge of (or experience with) environmental control practices.
Ability to communicate and negotiate in both individual and group settings.
Skill in organizing, writing, editing and presenting materials for EPA upper
management and outside groups.
Knowledge of data processing methods, tracking systems, and ability to
communicate with ADP personnel.
Factor 2 - Supervisory Controls:
Incumbent is supervised by the Chief of the Emergency Response Branch.
Supervisor provides specific instructions as to objectives, scope, anticipated problems,
and procedures used. Repetitive work is performed independently. Significant deviations
or unusual situations are immediately referred to supervisor. Work is reviewed upon
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
completion for accuracy Io standard practices, and to assure conformity with require-
ments.
Factor 3-GoWettnes:
Procedures, tosbuctioTis, regulations, a^ Agency
policy and other Federal requirements involving contracts and lAGs are available for
reference. The incumbent works under general guidance for performing duties, and
exercises judgment and ingenuity in Intel pmUnj guidef nes, and adapting to alternative
methods. Fwareaswitbcirtinstructorgjjidan^
Factor 4 - Comphndty:
Incumbent operates in a program which is acknowledged as being of highest
priority. Assignments involve assistance to crucial and time-critical Agency response
actions. Complex sites are evaluated by the Branch Chief and professional staff with
input by incumbent Work products directly facilitates Branch accomplishments.
Factor 5 - Scope and Effect:
The primary purpose of .this position are to provide both .administrative and
technical assistance to the staff, and to provide both program status reports and direction
recommendations to the Branch Chief.
Factor 6 - Personal Contacts:
The incumbent has frequent contact with co-workers, Section Chiefs of Branch,
representatives from other EPA Regions, other Federal offices. State agencies,
contractors and the Branch Chief.
Factor 7 Purpose of Contacts:
Personal contacts within the Agency are to assure that routine matters continue
without delay of conflict Contacts outside the Agency are for the purpose of supplying
and/or obtaining information.
Factor 8-Physical Demands:
Physical demands are those which would normally ta necessary in an office
environment The ability to travel by air and car is required.
f*Q»C-77
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 9 Work Environment:
Work, for the most part, is performed in an office setting. However, occasional
travel to EPA-HQ, other Regional offices, cleanup site field offices, State program offices,
etc., may be required. Periodic overtime is also anticipated.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
18. ENVIRONMENTAL PROTECTION ASSISTANT
(GS-029-07)
Introduction:
This position serves as an Environmental Protection Assistant In the Quality
Assurance Management Section (QAMS) of the Analytical Support Branch, Environmental
Services Division. The incumbent performs a variety of duties in support of the Regional
Superfund Program. These duties include serving as the Regional Sample Control
Coordinator (RSCC) for the Contract Laboratory Program (CLP) and as the Document
Control Officer for Superfund CLP laboratory records.
Major Duties and Responsibilities:
A. Regional Sample Control:
Administers and manages the logistics of the Regional Sample Control
Center. Develops local procedures to assure timely and effective preparation and
coordination of Special Analysis Samples (SAS); requests routing of samples, tracking,
data maintenance and reporting. Provides input to CLP staff on issues relating to RSCC
functions and procedures. Assists in the definition, implementation, and evaluation of the
Regional RSCC policy. Briefs Regional personnel and contractors on RSCC policy and
procedures and answers inquiries.
Routes samples to Regional Laboratory, in-house support contractor
(ESAT), CLP, or non-program laboratories, based on relative workloads, capacity, time
limitations and special analytical capabilities. Reviews analytical requests for contract
compliance and adherence to Regional policy. Technical review of these requests is
performed by staff chemists. Verifies that the quality control and quality assurance
requirements are adequately defined, and that reporting formats are appropriate.
Coordinates with Senior Chemists, Contractors, Regional Project Managers and Sample
Management Organization (SMO) to insure that SAS contracts are designed to produce
the required data. Assists QAMS Superfund Chemists in redefining Regional policies
procedures in order to provide optimal laboratory support to the programs. Receives
inquiries from laboratories on requested procedures, alternate procedures, procedure
modifications, and confers and coordinates with EPA and contractor technical staff to
resolve these questions.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Provides guidance to Contract Administrators on contractor performance in
the delegated RSCC function. This includes utilization of proper documentation, meeting
of shipping schedules, providing information on schedule delays, providing appropriate
estimates of support needs, and providing the adequate and timely information necessary
to allow proper definition of analytical needs. Establishes, oversees, integrates, and
maintains CLP tracking systems. Provides reports on Regional CLP utilzation. Provides
assistance to the Data Review Chemist, QA Chemist, and CLP Deputy Project Officer.
This includes such activities as the preparation of reports, tabulation of data, and literature
review/searching.
B. Document Control:
Represents Division on the Regional Superfund Document Control
Workgroup whose function is to develop, implement, and oversee Superfund document
control policies.
Briefs Division personnel on Workgroup proceedings. Reviews contractor
performance in the control of Superfund-CLP related documents.
Establishes and maintains document control tracking system.
Performs other duties as assigned.
%
Factor 1 Knowledge Required by the Position:
Knowledge of chemical terminology and chemical analysis is required to effectively
route samples and coordinate with contractors and Regional personnel. Knowledge of
the practices, policies, and procedures of the Regional Sample Control Center.
Knowledge of the information and data pertinent to the Regional CLP Support Program.
Knowledge of computer-based DBMs systems and the ability to maintain and modify such
systems.
Ability to communicate dearly and concisely, verbally and in writing. Verbal
communications skills are required to communicate Regional policy and procedures to
users and to coordinate with RPMs and laboratories. Written skills are needed to
communicate analytical support requests dearty to assure that analytical results meet the
needs.
PapC-CO
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 2 - Supervisory Controls:
The incumbent receives general supervision from the Chief, Quality Assurance
Section who defines continuing assignments. A higher-graded chemist provides
assistance and technical input on difficult or controversial aspects,of the work. The
Assistant uses initiative in planning and carrying out day-to-day work.
Final work is reviewed for conformance to policies and procedures and effective-
ness of overall operation of the RSCC. - .,
Factor 3 - Guidelines:
The guidelines include: Agency policies, contract procedures, methodology
manuals, precedents, standard chemical references, and the Regional RSCC policy. The
incumbent must use initiative, resourcefulness, and exceptional tracking skills to monitor
and oversee the administrative aspects of the Regional CLP program. The incumbent
pursues and explores developments and changes to determine the need for new
procedures, and modification of the current RSCC procedures.
Factor 4 Complexity:
The work involves applying basic technical knowledge and administrative skills to
a widely diverse set of circumstances. Samples will vary from pristine to highly
contaminated. The RSCC must be able to assess the probable outcome of sample
distribution to various laboratory facilities and be able to serve as the Regional focal point
for such distribution. These activities require highly developed organizational abilities.
Factor 5 Scope and Effect:
The work includes: Developing and implementing the guidelines to be used by
contractors, providing advice, training, and assistance on a full range of administrative
problems, routing samples, and document control. The work affects the accuracy,
completeness, and useabilrty of the data required to make sound dean-up decisions.
Factor 6 Personal Contacts:
Contacts are with co-workers, managers, Regional program staff, Agency
contractors, and the Sample Management Office (SMO).
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
Factor 7 Purpose of Contacts:
Contacts wtth co-workers in the Regional office are primarily to provide semi-
technical and administrative support. Contact with Agency contractors and SMO is to
provide and receive information.
Factor 8 Physical Demands:
The work is primarily office work but on occasion includes light physical exertion
such as lifting small packages and light-weight office equipment
Factor 9 Work Environment:
Work is generally performed in an office setting but occasionally the employee may
be asked to provide laboratory audit assistance.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
.C." -jf\-:.*,w*.**r....+*v.
19. ADMINISTRATIVE ASSISTANT
(GS-30MJ)
introduction.?
TNs position is located In the Administrative Unft of a Division. Trie incumbent
performs a variety of administrative duties in support of (ha Administrative Unft and as
assistant to the ^riministrativa Oficer and/or AdrnmiiiiJiiw Spatiaisl
Major Duties aad RaaporuribUmaK
a. Responstote tor coordinating the administrative processing of afltimecards,
amended timecards, payroll redistribution timesheets. This ensures aM documents and
forms are submitted on time. The integrity of the timekeeping system requires there be
no review of timecards. However, review of timesheets ensures correct documentation,
accounting accuracy, and compliance with the Division's Staffing Plan. As first line
coordinator of timekeeping tor the Division, the incumbent advises timekeepers and
program staff on timekeeping policies and procedures, and assists in conducting training
sessions tor the Division's timekeepers. Identifies issues and problems that need to be
addressed by either the Administrative Officer or the Administrative Specialist.
b. Maintains the Division's computerized Procurement Tracking System.
Researches ail procurement hems for current status and disposition. This requires
confirming orders and delivery dates, Hacking items through the Administrative
Management Branch approval chain and identifying problems and delays. The incumbent
maintains the status of all items in the computerized data base and generates exceptions
reports including explanations regarding delays.
c. Coordnates Jtnd tracks Division-wide submissions tor certification by
Division Director and Division personnel file. These submissions include: Performance
Standards. Performance Appraisals, Employee Development Plans. Assists the
Administrative Officer in coordinating financial disclosure statements, yearly awards
submissions, budget request submissions, and FMFIA.
d. Prepares requests tor Personnel Actions (SF-52) tor all Division actions
including position description cover sheets, staffing requisitions, and other necessary
documents. This also includes checking tor proper account numbers, insuring that all
documents are signed by the appropriate official, and fifing copies for the Division files.
Assembles all required forms and routes package through the appropriate signature
chain. May assist the Administrativa Specialist in performing related assignments.
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e. Incumbent is the designated Custodial Officer for the custodial area covering
all office equipment under the control of the Division in accordance with the Agency's
procedures.
f. Assists the Administrative Officer and Administrative Specialist in special
property and facilities assignments and projects.
g. Assists the Administrative Spedaist in FTS control by special assignments.
h. Responsible for keeping materials and handbook updated for orienting new
employees. Coordinates training for new employees conducted by Administrative Unit.
i. Performs a variety of clerical duties in support of the Administrative Unit
including photocopying, telephone support Responsible for processing incoming/outgoing
inter-office mail, logging travel and personnel Hems, FAX transmissions from the
Administrative Officer to EPA Headquarters. Distributes personnel notifications and other
information for Division-wide routing. Maintains the Administrative Unit forms cabinet.
Order supplies and arranges for equipment repair in support of the Administrative Unit
j. Maintains and develops the Division's system for personnel records, fiscal
documents by types, and various other administrative files, reference materials, and policy
documents.
k. Working from rough draft copy performs a variety of typing/ word-processing
assignments including memos, tabulations, correspondence, reports, etc. Most work is
performed on a personal computer. Ensures correct punctuation, spelling, grammar,
format, attachment of related materials, routing, and general adherence to applicable
correspondence procedures and requirements. A qualified typist is required.
Supervision:
Incumbent receives instructions regarding the scope of the assignments, deadlines,
priorities, and expected results. The assignments require the Incumbent to have
knowledge of a wide variety of administrative guidelnes most of which are unwritten
and/or not fuBy descriptive. The employee Is regarded as a Division expert source of
Information on timekeeping practices. By Its very nature much of the work cannot be
reviewed in details. However, the work Is reviewed for compliance with general
instructions, adequacy, appropriateness and oonformance to estabished polcy.
P«0«C-84
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ADMINISTRATIVE SUPPORT CAREER IIANAQEMENT SYSTEM
20. ADMINISTRATIVE ASSISTANT
(GS-303-06)
Introduction:
Serves as an Administrative Assistant responsible forassisting fee Administrate
Officer in implementing a broad range of administrative responsibilities in the areas of
program planning and execution, personnel, budget and o*oa services. Assignments
require contact with organizational units within the Water Division and with other
organizational units in the Regional office, at Headquarters, and with State water
programs.
Major Duties and Responsibilities:
Assists the Administrative Officer in monitoring Division performance in implement-
ing the Water Division workplan, including tracking of performance measures identified
in the Office of Water Operating Guidance and Accountability System (OWOGAS) and
the Strategic Planning and Management System (SPMS).
Initiates and/or tracks actions in progress, continuously evaluates performance and
periodically conducts studies on a full range of program activities (e.g., program relations
with the States, quarterly program reviews, program accomplishments and utilization of
resources) and administrative services (e.g., communications, procurement, printing and
reproduction, property, space and records management, mail service, facilities and
equipment maintenance and transportation). May involve identifying real or potential
problem areas, gathering data to evaluate the situation and recommending methods
and/or solutions to resolve programmatic problems or improve delivery of administrative
services.
Gathers and assembles available and pertinent data relative to the annual budget,
personnel actions, program planning efforts and special projects. This involves
researching files, extracting information from reports and/or requesting supporting
documentation from within the Division, as needed. Develops charts, graphs and
illustrations to present the data, as appropriate.
Assists in managing the Division training program by reviewing requests for format
and signature, determining if alternative training is available at a different data or tower
price, scheduling or conducting training for clerical staff on poficy and procedural matters,
as necessary, and tracking actions in progress until compleJed.
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ADMJN1STRA71VEITJPPORT CAREER MANAGEMENT SYSTEM
Maintains a running balance on the budget, e.g., travel, contingency funds, award
funds, and prepares periodic recurring status reports, as directed.
Reviews for format and tracks an personnel action requests and prepares periodic
recurring status reports on actions in-progress and FTE utilization.
Prepares reports, totters, memoranda and other similar documents for the
Administrative Officer's signature that may require input from other Branches within the
Division.
Attends and/or arranges for conferences called by the Administrative Officer.
Schedules meetings and trips tor the Administrative Officer and for visiting officials. Trip
scheduling may involve contacting key participants at Headquarters, the Region and State
organizations, coordinating necessary arrangements and providing briefing materials.
Performs other related duties as assigned.
Factor 2 - Supervisory Controls:
Receives assignments and performs under the supervision of the Administrative
Officer, who defines scope and objectives of assignments and results expected.
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
21. BUDGET ASSISTANT
(GS-561-06)
Introduction:
The incumbent provides for maintenance of a variety of manual and automated
accounting systems for all intramural and extramural funds allocated to the organization.
Incumbent reports directly to the Administrative Officer.
Major Duties:
a. Maintains automated document control register system for travel, training.
and procurement documents. Responsible for ADP entry related to posting commitments
and obligations and monitoring running balances. Keeps supervisor informed of the
status of all balances by appropriation, program element, and object class.
b. Processes travel, training, and procurement documents for the Division.
Checks to make sure all required information and signatures are present and assigns
accounting data. Insures that all accounting assigned is consistent with budgets
allocated. Types accounting data on financial documents and distributes copies to the
proper personnel and offices.
c. Prepares on a regular basis a variety of complex accounting and budget
status reports, both standard and specialized, for supervisor. Compiles statistical
information related to the Division's budget and accounting activities for incorporation into
the Administrative Unit's monthly and annual reports. Based on spending trends, advises
supervisor when account reprogrammings are needed.
d. Reconciles financial data by comparing information from the Division's
automated document control register reports with that reported in the Financial
Management System. All discrepancies are researched and resolved.
e. Assists the Administrative Officer in designing automated budget and
accounting reports for use both internal to the Administrative Unit and for the Division's
management personnel Compiles accounting data into special purpose reports as
needed by the supervisor.
f. Primary Divisional iaison with the Regional Comptroller's Officer in matters
relating to travel, training, and procurement accounting. Identifies problems with financial
documents and insures correction with regular follow-up.
Pag«C-67
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
' -
g. Maintains a variety of financial document files, researching files as needed
for hardcopy back-up to automated accounting system.
h. Provides guidance to Division staff on procedural requirements related to
preparation of travel, training, and procurement documents.
i. Inputs Personal Action data into automated FTE management system to
keep staffing plans and FTE gBdepaths up-to-date.
j. Performs other related duties as assigned.
Factor 1 Knowledge Required by the Position:
Detailed knowledge of procedures and regulations covering the processing of a
wide range of budgetary transactions under two or more appropriations is used to process
and extract budgetary data from a variety of forms, documents, and reports (e.g., work
orders, vouchers, and accounting records). Knowledge is also applied to resolve
problems in balancing accounts, adjust discrepancies, develop control records, verify the
accuracy of budgetary data, adjust dollar amounts of accounts by program elements,
object class and fine Kern, and prepare reports on status of funds.
Knowledge of funding limitations and policies to notify others of possible violations
of procedural and regulatory requirements.
Skill and proficiency in operating a keyboard to extract and input budget and
financial data into an automated computer terminal. Knowledge of ADP systems,
programs, operating commands and procedures.
Factor 2 - Supervisory Controls:
The employee works under the supervision of the Administrative Officer who
establishes general priorities and deadlines for processing budgetary transactions, and
preparing recurring and special, one-time reports.
The employee is responsible for independently choosing the proper methods and
procedures to be followed in processing the fuH range of appropriated fund transactions
in assigned accounts, and for following up on all actions to assure they are property
completed.
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The eiiptoyeelmiBptfioeiaiyresotves problems In the work which are covered by
established guides and tastnictions for the work. This incsjdes advising managers and
their staffs on atiii nine-means of obtaining -and/or using funds. The employee also
determines when to inform management of probtems in accounts.
Completed work is spot checked by tne supervisor tor agreement with overall
funding levels. Work methods used by the employee am Art reviewed to detail so long
as account balances are to agreement
Budgetary problems ofaprecepant-setttog ttture,JX workstations which are not
dearly covered by instnjctions or guides available to the employee are referred to the
supervisor for resolution.
Completed work is reviewed by the supervisor or Ms/her assalaiKje for confor-
mance with accepted budgetary requirements.
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ADMJNJSTRATTVE SUPPORT CAREER
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AWUNISTRAnVE SUPPORT CARffiMlANAGEMENT SYSTEM
""- ''
22. PROGRAM ASSISTANT
(GS-303-09)
Introduction:
Performs a variety of support duties to protkte the management of internal and
external data and information needs of the branch or Division. Has fuH delegated
authority to deal with staff and develop necessary data/information systems working
dosely with units responsible. The size of the organization, the impact of data
management needs, and technical nature of the data all impact the requirements of this
position.
Major Duties and Responsibilities:
Provides information management support to entire unit
Analyzes data collection and dissemination needs of the unit to determine methods
and procedures to capture information needs.
Keeps abreast of data inquiries from external and internal OPTS sources to insure
systems are compatible with other organizational elements.
Works with unit staff to insure information management needs are being met and
to provide necessary coordination on all work efforts.
Keeps abreast of current technology, as well as 'state-of-the-art" improvements.
Works with appropriate staff to obtain necessary technical information requirements.
Personally prepares programs or software packages to capture data/information
needs of unit
Works closely with OPTS information manager to ensure compatibility and
coordination of data systems.
Works with diverse data collection problems involving CBI, scientific and program
information, etc.
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_, f % f3K&y.'.. .::^-.>.v^-.^»vr-;:y!5>Ax:'nR«^5^i::..-. *" ."-
-AIHBfBSTRATlVE SUPPORT
Designs and maintains a variety of information databases such as:
Project Plan Agreements
Work Plan Budgets
Procurement Actions
Overhead Accounts . .
Personnel Actions . - - -. ...
Training Actions » -
Office Equipment Inventories
Office FadRty Status
Monthly and Quarterly Progress Reports
Travel Budgets
Expenditures of Resources (Dollars and Labor)
Other Management Information Hems as Required
Performs regularly-scheduled and special-purpose analyses of operational
information to check office performance against plans, demonstrate trends identify
problems or predict potential problems, set budgets, make management plans, and
evaluate management activities.
Compiles and submits reports/data/forms in response to all standing requirements
as well as to special requests for management information imposed by superior offices,
administration, or other external agencies or general pubic.
Coordinates inputs and publishes monthly and quarterly program progress reports,
designs, and produces special reports (graphs, bar charts, block diagrams, etc.) of
information for program reviews with other agencies, and coordinates dissemination of
all other office information Items on the status of programs.
Factor 1 - Knowledge Required by the Position:
Comprehensive knowledge of EPA information databases and sources relevant to
the processes being executed within the office.
Knowledge of systems to access EPA databases and to prepare special
management reports requiring knowledge of complex information retrieval processes
resident on the EPA central computer.
Knowledge of and fadtty in basic statistical analysis to prepare management
reports.
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Demonstrated skill in basic English composition to prepare correspondence and
management reports as well as to edit textual information inputs such as progress reports
and biweekly Wghignts. . ,..
Skill In using computer terminals (including personal computers) to input and
extract adnriristnrfve/jprogram information and to generate management-information
reports. ^
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^-'. .. -.*
Factor2-SupervisoryControls: v "" ~'f
Supervisor delineates areas of responsibility, associated products and overall
schedules, incumbent sets intermediate goals and proceeds independently. Advice and
assistance is provided for new problems of unusual Difficulty. Continuing tasks are
accomplished without instruction and regularly-scheduled products are provided without
supervisory restatement of the requirements. Work efforts are reviewed for effectiveness
in dealing with unexpected problems or requirements as well as with achievement of
objectives in standing assignments. Products are reviewed for accuracy, effectiveness
or presentation, and timeliness.
Factor 3 Guidelines:
General guidelines include EPA Orders, administrative procedures and information
management manuals and guidelines. Specific guidelines include personal-computer
software manuals and equipment handbooks.
The incumbent is also guided by having a current understanding of general
program, management and administrative policies and uses them for making independent
judgments or interpretations to carry out those frequent actions that are not explicitly
covered by existing guidelines.
Factor 4 Complexity:
The assignment involves the information gathering, data assembly, record keeping,
analysis, and reporting required to manage unit operations. Items include program plans,
workptan budgets, overhead accounts, travel expenditures, procurement requests, office
equipment and fadities inventories, training actions, progress reports, and personnel
actions. The assignment covers a range of activities depending upon the item. For
example, in the case of overhead accounts, the incumbent, employing an overall
understanding of unit program plans, formulates annual overhead budget requests for unit
c-w
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ADMINISTRATIVE SUPPORT CAREER MANAGEMENT SYSTEM
and makes projects of salary, benefits, travel, reproduction, office equipment, and data
processing needs. r
Incumbent originates and/or selects the basic data recording and reporting
techniques associates with the above items. Also creates and maintains all of the
associated computerized databases.
Factor 5 Scope and Effect:
The work directly supports the management of the unit and its divisions. It
provides the fundamental program and management information, analyses and
surveillance without which the office could not function.
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