Total 37 Others level Administrative / Clerical job vacancies in Boston, Massachusetts

Ensure adherence to the requirements of federal laws in replying to, handling, and processing public requests for records and documentary material identified as "official documents" in the Air Force

Interpret instructions and recommend ways to resolve areas of concern with administrative processes

Act as point of contact and project manager for administrative actions concerning tours of duty to include logistical support and lodging

Provide guidance and technical assistance to group/wing staff members and/or geographically separated units (GSUs) regarding publications and forms of preparation and processing procedures, information privacy, confidentiality, security, disclosure and sharing of information.

Serve as the resident subject matter expert for all mandated administrative support programs

• Prepare military correspondence and orders and maintain files.
• Prepare military personnel actions including evaluation reports, applications for appointment, promotions, individual orders, retirement point cards, or transfers.
• Provide technical advice on establishment and maintenance of pay accounts ensuring compliance with laws and regulations as well as researching complex pay issues.
• Assist in developing Standard Operating Procedures ensuring uniform interpretation and application.
• Provide guidance on administrative and personnel matters such as recruitment, retention, assignment and transfer, Military Occupation Specialty, personnel strength, discharge, retirement, promotion, discipline, or utilization.
• Research and analyze data identifying trends and report results to management.

• Prepare military correspondence and orders and maintain files.
• Prepare military personnel actions including evaluation reports, applications for appointment, promotions, individual orders, retirement point cards, or transfers.
• Provide technical advice on establishment and maintenance of pay accounts ensuring compliance with laws and regulations as well as researching complex pay issues.
• Assist in developing Standard Operating Procedures ensuring uniform interpretation and application.
• Provide guidance on administrative and personnel matters such as recruitment, retention, assignment and transfer, Military Occupation Specialty, personnel strength, discharge, retirement, promotion, discipline, or utilization.
• Research and analyze data identifying trends and report results to management.

This position serves as the Administrative Officer for the Supply Chain Management Service within the VA Health Care System with administrative responsibility, accountability and oversight for the Logistics programs and activities.

Major duties and responsibilities include:

• Serves as the Administrative Officer for the Logistics Service in a VA Health Care System (VA HCS) and supported catchment area.
• The position has administrative responsibility, accountability, and oversight for the Logistics programs and activities across the full jurisdiction of the health care system.
• The Administrative Officer coordinates and implements all the administrative activities of the service.
• The position reports directly to the Facility Chief Supply Chain Officer (CSCO)Provides for the overall administrative management of the Logistics Service. Exercises independent and creative judgment in accomplishing major duties.
• This may include interpreting administrative policies, developing local polices, defining administrative requirements, and/or providing advice to the Chief on related issues.
• Establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures which will increase the general flow of information and overcome bottlenecks in the administrative process.
• Independently secures the required administrative and managerial support to meet operating requirements.
• Maintains responsibility for all service correspondence.
• Prepares, edits and archives all official correspondence requiring the Chief's signature or approval. Prepares and updates the Annual Operating Plan.
• Reviews and updates all Standard Operating Procedures (SOP) related to property management, GIP and/or related information systems, and warehouse/distribution functions.
• Submits and monitors work orders.
• Attends briefings and meetings on behalf of the Chief in his or her absence.
• Schedules or coordinates all service meetings, prepares agenda, and prepares minutes for each.

• This position is in the Competitive Service.
• Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.
• Current Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.
• This position is AFGE Bargaining Unit.
• This position is covered by locality-based comparability pay.
• Veterans' preference does not apply for internal or other current permanent Federal agency employees.
• The incumbent may be required to travel to other VA Boston campuses and CBOC's.
• Incomplete applications will not be considered.

As a Administrative Operations Assistant within the Eastern Ecological Science Center, some of your specific duties will include:

• Prepare requisitions and packages for multiple officers within center; utilize an automated financial system to determine status of invoices, payments, and suspense items, reconcile and adjust bankcard statements, as well as to ensure proper processing of payments.
• Prepare travel authorization, vouchers, and any necessary documentation through travel system; advises personnel on the regulations and procedures applying to official travel.
• Use varied functions of multiple office automation software to produce a wide range of documents, formats, such as graphics and tables and updating or revising existing databases or spreadsheets.
• Serve as principal timekeeper for office location, resolves problems and submits corrections as requested; process training request, coordinates notification of employees approved for training, verifies training, and compiles periodic training reports.

As a Administrative Operations Assistant within the Eastern Ecological Science Center, some of your specific duties will include:

• Prepare requisitions and packages for multiple officers within center; utilize an automated financial system to determine status of invoices, payments, and suspense items, reconcile and adjust bankcard statements, as well as to ensure proper processing of payments.
• Prepare travel authorization, vouchers, and any necessary documentation through travel system; advises personnel on the regulations and procedures applying to official travel.
• Use varied functions of multiple office automation software to produce a wide range of documents, formats, such as graphics and tables and updating or revising existing databases or spreadsheets.
• Serve as principal timekeeper for office location, resolves problems and submits corrections as requested; process training request, coordinates notification of employees approved for training, verifies training, and compiles periodic training reports.

• Process administrative actions using automated systems.
• Maintain organizational records in accordance with regulatory requirements.
• Review correspondence for submission to higher echelons.
• Preserve stock levels of organizational equipment.
• Monitor employee training programs.
• Enforce policies established by higher Headquarters.

• Observes, documents, and evaluates carrier and contractor performance. Inspects contractor's performance at owner's residence and at warehouse during packing, crating, loading, shipping, unloading, uncrating and unpacking.
• Counsels members regarding policies and procedures for the proper preparation of personal property for shipment and/or storage, including specialized items, to domestic and overseas locations.
• Prepares documentation reporting carrier performance using automated systems. Observes, documents, and evaluates performance of contractor on packing, containerization, and local drayage of personal property.
• Provides oversight of the Direct Procurement Method (DPM) contract. Serves as a Quality Assurance Evaluator (QAE), functionally qualified to ensure the Air Force receives quality contractor performed services and pays only for acceptable services received.

• Serves as the work leader by communicating assignments, explaining team goals and objectives, and observes and coaches the activities of three or more employees.
• Responsible for the coordination on all aspects of shipping/storage of goods.
• Interprets guidelines and instructions, determines the approach, and adapts the process, to resolve customer concerns, prioritizing workflow tasks for action.
• Estimates or validates charges, not limited to handling services, temporary storage, third-party services, mileage rates and accessorial services.
• Conducts statistical samplings and audits to execute program oversight of commercial industry, prioritizing actionable tasks.

The position in located at a Department of Veteran Affairs (VA) Boston Healthcare System, Social Work Service, Homeless Programs. The purpose of the position is to direct and perform all administrative functions that include administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics, and a variety of related administrative matters in support of an large and complex medical facility.

MAJOR DUTIES AND RESPONSIBILITIES:

• Implements administrative policies and procedures for areas of responsibility. Proposes improvements to administrative directives and policies. Discusses pertinent issues with operating personnel to determine the impact on new or revised guidance on current operations. Provides advice and guidance on the interpretation and application of administrative directives and instructions.
• Based on day-to-day observations, analysis of work processes, and special studies, the incumbent evaluates program operations; identifies problems, inefficiencies, and potential problems; and develops recommendations for the solution of administrative problems and conflicts. Provides advice and guidance for improvements and anticipates potential areas of concern or questions that should be addressed when making recommendations.
• Plans and conducts management studies and analyses to determine the impact of realignments and changes. Compiles and analyzes facts, develops plans, and performs coordination. Prepares reports with findings and recommendations based on management and administrative considerations.
• Advises management officials, supervisors, and employees on the interpretation and application of a variety of human resources policies, practices, and procedures including staffing, classification, employee relations, benefits, and related areas. Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines
• Oversees a variety of administrative programs, including the distribution and dissemination of incoming mail, internal controls, records management, publication and forms management, and timesheets. Directs administrative support services to ensure that inquiries, correspondence, and actions for the area of responsibility are addressed appropriately. Develops information papers and correspondence on wide variety of administrative functions.
• Provides administrative planning and oversight for a variety of special and continuing programs such as the Combined Federal Campaigns, the Freedom of Information Act, and the Privacy Act.
• Provides technical and administrative supervision of an extremely small subordinate staff less than 25% of the time. Exercises human resources responsibility by initiating requests for recruitment, interviewing and selecting employees, complying with EEO objectives; planning and assigning work, and maintaining accurate and current position descriptions. Sets priorities and establishes schedules; evaluates performance, recommends promotions and awards; approves requests for leave; identifies training needs; keeps employees informed; provides counsel; and recommends disciplinary action as required.

• This position is a not a bargaining unit position.
• May be required to attend conference at other facilities or other VA sites on occasion.
• Current Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.
• This position is in the Competitive Service.
• Time-in-Grade Restriction: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements. The grade may have been in any occupation but must have been held in the Federal service.
• Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.
• Veterans' preference does not apply for other current permanent Federal agency employees

(1) Advises regarding the practical and technical aspects of office administration, to include budgeting, purchasing, supply, personnel, word processing, and files management; and performs staff support work in each of these areas.

(2) Updates the office's supply sources; purchases supplies, equipment, and services through open market purchase by blanket agreement, cash or field purchase order, or similar methods; processes and tracks purchase documents;

(3) Collects data for the office-operating budget, reviews submissions for proper format and compliance with budget requirements, and consolidates material into an annual office budget. Sets up controls to monitor expenses during the year; and recommends budget adjustments including restructuring budget allocations or work plans to deal with changing situations such as varying costs for equipment parts, or services, and changes in the availability of funds. Maintains and transfer funds between several unrelated appropriated fund accounts and several revolving fund accounts. The accounts are subject to different regulations and procedures.

(4) Serves as the Records Management Coordinator for the organization. Ensures subordinate activities maintain official files in accordance with regulatory and published guidance. Provides instructions to personnel to ensure that the records program is executed properly. Provides for control of classified documents for the organization. Insures that documents are properly logged and safeguarded. Tracks virtually all financial, personnel, supply, and other administrative transactions as the documentation flows through the office in both electronic form and on paper. Maintains and revises the office filing system.

(5) Collects maintenance and/or logistics program information from personnel, enters it into electronic or manual information systems, and searches for it as requested; schedules use and maintenance of computer equipment; enters and retrieves information from a variety of systems; and helps field office employees to use the various computer systems.

(6) Serves as the focal point for all personnel actions in the organization. Initiates personnel actions as needed to include performance evaluations, standards, job announcements, and SF-52 actions. Maintains a register of pending actions and suspense dates. Completes requests for personnel actions; distributes forms and instructions for annual performance ratings; and ensures timely, proper completion of all personnel documents. Reviews documents for accuracy, format, and compliance with applicable regulations.

(7) Accomplishes travel arrangements for the office to include travel and hotel reservations, travel orders, and coordinates visits. May serve as the travel account program manager. Reconciles un-liquidated obligations to maximize funds utilization and may serve on the Program Budget Advisory Committee (PBAC).

(8) Prepares and monitors appointment/delegation letters and other additional appointments for all subordinate activities. Maintains an official file of all appointments and makes recommendations for changes or deletions based on personnel or policy changes. Prepares and distributes appointments and other duty assignments.

(9) Coordinates joint directorate inspections such as NGB, Army IG, and Army Audit Agencies, and other external agencies. Assists in the development of inspection schedules, coordinates with managers, develops inspection areas through analysis of previous inspection results, and highlights known vulnerabilities and problem areas. Maintains historical records on all previous external inspections.

(10) Assists in the development of policy letters, which may require researching applicable directives from higher authority, to ensure that no conflict will result from issuance of new policy. Coordinates draft policy with other staff directorates prior to submission for final review and approval.

(11) Work requires general knowledge of the maintenance and/or logistics mission and functions of the office; and understanding of how the office's various administrative services relate to one another and to the office's mission. Work also requires broad understanding and detailed procedural knowledge of budget, purchasing, personnel, and information processing functions of the office.

Performs other duties as assigned.

The above duty description does not contain all details of the official position description. For more details, please contact the POC listed above.

Typical work assignments will include:

• Maintains and extracts data from automated docketing databases and systems.
• Provides legal support to AUSAs.
• Performs routine tasks pertaining to the closing and retention of Criminal and Civil cases.
• Serves as backup to the Information Receptionist.

Typical work assignments will include:

• Maintains and extracts data from automated docketing databases and systems.
• Provides legal support to AUSAs.
• Performs routine tasks pertaining to the closing and retention of Criminal and Civil cases.
• Serves as backup to the Information Receptionist.

As a/an Equal Opportunity Specialist, you will:

• Work with Fair Housing Assistance Programs Agencies in the implementation of their responsibilities under the Fair Housing Act and other applicable statutes, rules and regulations.
• Work with all necessary HUD divisions and personnel beyond FHEO as well as appropriate persons and organizations outside of HUD to achieve improvements for protected classes, in close consultation with supervisor or higher management officials.
• Conduct systemic housing discrimination complaints, which affect large numbers of minorities and women, or which have been in effect for a substantial period of time, resulting in institutional or flagrant housing discrimination patterns of practices.

As a/an Equal Opportunity Specialist, you will:

• Work with Fair Housing Assistance Programs Agencies in the implementation of their responsibilities under the Fair Housing Act and other applicable statutes, rules and regulations.
• Work with all necessary HUD divisions and personnel beyond FHEO as well as appropriate persons and organizations outside of HUD to achieve improvements for protected classes, in close consultation with supervisor or higher management officials.
• Conduct systemic housing discrimination complaints, which affect large numbers of minorities and women, or which have been in effect for a substantial period of time, resulting in institutional or flagrant housing discrimination patterns of practices.