Total 6 Administrative / Clerical job vacancies in Boqueron, Cabo Rojo, Puerto Rico

As a Administrative Support Assistant your duties will include, but are not limited to, the following:

• Coordinates foreign and domestic travel for staff within the business team.
• Ensures traveler or other employee with purchase authority authorizes travel and initiates payment.
• Provides administrative support functions to assigned duty station. Maintains physical and automated records, reports, guidelines, and various office correspondence.
• Assists the Budget Technician as needed by monitoring budgets and following established guidelines to ensure the data are correctly entered, accounts reconciled, and supporting documents are generated.

As a Administrative Support Assistant your duties will include, but are not limited to, the following:

• Coordinates foreign and domestic travel for staff within the business team.
• Ensures traveler or other employee with purchase authority authorizes travel and initiates payment.
• Provides administrative support functions to assigned duty station. Maintains physical and automated records, reports, guidelines, and various office correspondence.
• Assists the Budget Technician as needed by monitoring budgets and following established guidelines to ensure the data are correctly entered, accounts reconciled, and supporting documents are generated.

WHAT IS THE (HQ) HEADQUARTERS DIVISION?
A description of the business units can be found at: https://www.jobs.irs.gov/about/who/business-divisions

Vacancies will be filled in the following specialty areas: Chief Operations Officer


The following are the duties of this position at the full working level.

Represents the SCR in contacts with other IRS officials, representatives of other agencies and officials from the private sector regarding cross functional or building/geographic area-wide administrative support matters and initiatives. Provides key linkage/coordination between customers and providers in ensuring cross-functional support activities and initiatives are carried out. Serves as the primary liaison with service providers requiring information about activities impacting multiple functions within a single location.

Serves as the SCR's principal problem solver for identifying, analyzing, and resolving building/geographic area- wide or multi-functional problems and complex issues. Develops new or 'cutting edge' solutions/courses of action that ensure all related issues are identified and effectively integrated across functional lines as appropriate. Ensures that the appropriate senior leadership/managers or other service providers are alerted of any emerging issues, systemic problems, developing trends, etc. As necessary, coordinates with service providers to implement solutions/courses of action.

Assumes a leadership role in coordinating building/geographic area-wide or cross-functional administrative activities and initiatives. Continually studies, analyzes, and anticipates building/geographic area-wide program activities, initiatives, and/or requirements. As needed, coordinates the development of action plans and schedules for initiating multiple cross-functional projects, including projected personnel, equipment, and/or budget requirements. Establishes criteria for measuring degree of project achievement and customer satisfaction. Analyzes plans to ensure consistency with Service goals and policies while meeting customer needs and expectations. Provides briefings and prepares comprehensive reports to keep the SCR, other managers, and NTEU (National Treasury Employees Union) officials apprised of all facets relative to cross-functional program initiatives and projects.

Provides advice and feedback to the SCR on critical, sensitive, or confidential matters relating to cross-functional governance issues. Consults with senior management within the business units serviced, and with staff/management at higher levels on critical organizational and management issues impacted by administrative support activities. Works directly with executives, managers, service providers, and NTEU officials to ensure issues impacting on multiple functions are identified and resolved in a timely and appropriate manner.

Develops and implements strategies for creating effective relationships with NTEU representatives. Creates methods and approaches for establishing and maintaining positive work relationships in order to foster trust and cooperation. On behalf of the SCR, serves as the initial key focal point in addressing/developing remedies to significant building/geographic area-wide or cross-functional administrative support issues/disputes/concerns between management and NTEU.

Duties consist of the following, but are not limited to:

• Record and transcribes meeting minutes, prepares agenda and keep the open issues tracking grid.
• Serve as focal point to track office assignments to ensure timely reply or actions and to ensure that deadlines are met.
• Maintain and controls records of incoming correspondence and follow-up working process to ensure timely reply and/or action.
• Gather, compiles providers' specific data such as productivity, compliance with mandatory trainings, practice review reports, unsigned notes, consults, etc.
• Type memorandums, minutes, letters, reports, and other general office materials including confidential matters pertaining to disciplinary actions, boards of investigation and controlled correspondence for which is required to maintain high level of confidentiality.

Duties include, but may not be limited to the following:

• Clerical work
• Office management
• Customer Service
• Screen calls and visitors
• Maintain Calendars
• Performs other duties as assigned.

Include, but are not limited to:

• Provide important level analytical support on administrative as well as managerial functions and applies specialized principles of management in directing, supporting the planning, execution, and administration of the ASPS service.
• Receive all visitors seeking to speak with the Chief and places calls, takes and relies messages.
• Serve as full assistant to the Chief of the Service.
• Keep the calendars, schedule appointments and meetings.
• File and maintains documents in the office filing system.
• Is the Talent Management System (TMS) Administrator assigned to the Audiology and Speech Pathology Service.
• Transcribe from dictating machine or from stenographic notes and types from drafts.
• Provide administrative and clerical support and coverage.
• Prepare yearly reports of Budget spend and total of hearing aids issued yearly, and collect information and data needed to prepare graphs and annual reports.
• Request work order when the need arises.
• Establish, conduct and/or coordinate training.
• Maintain familiarity with PC's and software such as Microsoft Windows, and applications (e.g.,) word processing, spreadsheet, database management, mail, and internet.
• Enter time and attendance of Title 5 and Hybrid Title 38 full time employees. and part time Hybrid Title 38 employees.
• Type and file performance standards/appraisals and competence assessments of employees in order and forward to Human Resources.
• Procure and maintain an adequate amount of office supplies and VA Forms for the Service's use.