Total 21 Administrative / Clerical job vacancies in Texas

Serves as a training instructor in a vocational or occupational training program in the Education Department of a Federal Bureau of Prisons (BOP) correctional facility and may also serve as a program coordinator for other vocational/occupational training programs.

Selects and/or develops curriculums which focus on the appropriate vocational training area.

This position has direct responsibility for the delivery of classroom training for vocational and apprenticeship courses in the field/trade of Personal Fitness Trainer.

Develops a curriculum design and record-keeping system to organize and track student progress through identified course work.

Ensures the training program(s) are implemented and delivered in compliance with Bureau policies, Department of Labor, and Bureau of Apprenticeship and Training regulations, and the standards established by other certifying agencies and organizations.

Serve as apprenticeship program coordinator with responsibility for coordinating the various occupational training programs and classes, as well as responsibilities which include development, review and evaluation of the vocational trades program.

Along with all other correctional institution employees, incumbent is charged with responsibility for maintaining security of the institution. The staff correctional responsibilities precede all others required by this position and are performed on a regular and recurring basis.

• Receives children, youth, parents, and other visitors in a courteous and professional manner. Answers telephones, ascertains nature of call, and directs caller to appropriate staff.
• Ensures parents, children, youth, and visitors properly sign into the program prior to passing the reception area of the facility. Monitors children’s departure to ensure only authorized individuals remove them from the building.
• Registers/terminates children/youth within the CYS program and/or waiting list database. Utilizes the Child and Youth Management System (CYMS) to record transactions for customers and to enter data into predefined categories for reports and tracking.
• Provides administrative support including mail preparation, copying, distribution, correspondence, memorandums, briefings, Daily Activity Reports, and other requirements for day-to-day operations.
• Articulates policies relating to patron fees, waiting lists, enrollments, terminations, and program events. Coordinates vacancies and reservations for the hourly care program as required.

Duties include, but are not limited to:
Public Contact Work

• Receiving, scheduling, referring and contacting members of the staff, agency and persons outside agency ranging from other government agencies to the general public
• Providing general clerical public contact support services such as answering the telephone, referring visitors or providing information about the office, its functions and standard operating procedures, as well as similar information
• Screening calls and personally answering calls when the requested information concerns routine and procedural requirements
• Screening supervisor and staff member calls and determining if the call requires their attention

• Composing correspondence on own initiative based on knowledge of the Chief, Pharmacy Service's views and accepted policies of the VA
• Preparing responses to routine correspondence without direction from the Chief, Pharmacy Service
• Performing secretarial duties in support of an individual, and in some cases, the subordinate staff of that individual as well, by performing general office work auxiliary to the work of the organization
• Typing written reports from drafts or from mechanical recording devices into finished copy.
• Notes are often typed in final form without rough draft reviewed for proper arrangement and grammar and compiled in final form
• Reviewing directives and instructional material pertaining to administrative practices and clerical procedures to be aware of new, revised or amended procedures for such matters as preparation of travel vouchers, training requests and other related procedures
• Typing letters, reports, memoranda, inventories, rosters, mailing lists and other general office material using software applications such as electronic mail, desk-top publishing, calendar, spreadsheets, database and/or graphics
• Performing routine file maintenance work including updating and maintaining computer files and inventory; updating and maintaining all manuals, reference books, and operating handbooks, and guidelines; and/or similar tasks
• Functioning as Records Liaison Officer; establishing and maintaining files of Pharmacy in accordance with Records Control Schedule RCS 10-1, including administrative correspondence, personnel data, hospital memoranda, regulations and other directives
• Recording minutes using skill in standard techniques to summarize the significant aspects of meetings such as committees and staff meetings
• Preparing materials and arranging for meeting rooms to support meetings as needed, such as arrangement of sufficient seating, tables, projectors, and easels
• Confirming meeting facilities are ready, providing sign-in sheets, ensuring that meetings are recorded and contacting meeting leader and participants to verify sufficient attendance
• Maintaining monthly log of safety deficiencies in Pharmacy work areas and tracking to completion
• Receiving calls from Pharmacy staff on safety and environmental issues and inputting work orders for the service into the work order system
• Assisting staff by inputting Ol&T tickets when staff is experiencing computer or telephone issues

• Assisting with formulating and providing all essential data for the annual budget forecast for submission to the Chief of Pharmacy, based on studies of past expenditures, knowledge of Pharmacy requirements, program plans and workload forecasts
• Maintaining budget control records and assuring that funds are used in accordance with the operating budget
• Processing all vouchers with the appropriate office and carrying out any needed follow-up, including travel vouchers for all office staff and vouchers for payment
• Maintaining an awareness of available resources and making recommendations to the needs of the Chief Pharmacy Service, regarding distribution or redistribution of these resources

• Scheduling appointments, coordinating meetings and/or scheduling conferences
• Providing general calendar maintenance clerical services such as maintaining calendars and recording appointments or arranging for meeting and small conference administrative details
• Supporting West Texas VA PGY1 Pharmacy Residency Program and P4 Interns by assisting with scheduling of housing in government quarters

What will I do in this position if hired?

In this position, the incumbent will provide administrative office support.

Typical assignments include:

• Ordering and maintaining office supplies.
• Setting up files and producing file folder labels.
• Making copies, filing, and scanning documents.
• Producing reports using established formats on required forms.
• Entering information into excel spreadsheets.
• Using Microsoft Office computer software to support administrative assignments.

What else do I need to know?

This announcement is for a position as a FEMA Local Hire. Local Hire employees help FEMA respond to, recover from and mitigate hazards by performing a variety of emergency management functions which are not limited to disaster survivor assistance, conducting and verifying damage assessments, and providing administrative, financial and logistical support.

Local Hires are Temporary Positions. The Local Hire Program is an appointment type granted under the Robert T. Stafford Disaster Relief and Emergency Assistance Act, Section 306 (b), which authorizes FEMA to appoint such temporary employees as necessary to accomplish work authorized under the Act. Appointments under this authority within FEMA are made to the excepted service and are nonpermanent in nature. A local hire's term of employment is 120 days. Local Hire appointments may be extended, in 120-day increments, based on the needs of the disaster.

FEMA is committed to ensuring that its workforce reflect the diversity of the nation. At FEMA, our workforce includes the many identities, races, ethnicities, backgrounds, abilities, ages, cultures, and beliefs of the people it serves. To learn about the ongoing diversity and inclusion efforts, reasonable accommodation process, and the FEMA Core Values, please visit www.fema.gov.

Handles routine inquiries from both staff and inmates, providing technical assistance and answering questions regarding the general nature of correctional programs.

Receives visitors to the office, determines the nature of the requests and directs them to the appropriate staff or personally provides the information desired when routine or procedural matters of the office are involved.

Reviews correspondence prepared for the supervisor and other staff.

Assists the Unit Manager and staff members in the procedural aspects of expediting the work of this office.

Along with all other correctional institution employees, incumbent is charged with responsibility for maintaining security of the institution. The staff correctional responsibilities precede all others required by this position and is performed on a regular and recurring basis.

The following are the duties of this position at the GS-12. If you are selected at a lower grade level, you will have the opportunity to learn to perform all these duties, and will receive training to help you grow in this position.

As a/an FINANCIAL ANALYST, you will:

• Perform financial analyses and evaluation, and is responsible for planning, organizing and independently completing duties on assigned projects which are complex and are above average difficulty.
• Review new applications, grantee performance reports, financial documents, requisitions, amendments, grant documents, etc., for compliance with CPD Program regulations, Federal Management Circulars A-102, A-87, A-il0, A-122, A-I33, Part 85; applicable instruction memos from Headquarters Offices; and any amendments to these materials that may be issued.
• Maintain financial status records and be well versed in all aspects of financial management systems grantees use to receive HUD funds and report their utilization, including IDIS. The incumbent is expected to use and monitor the IDIS system to determine grantee compliance and program financial management practices. The incumbent is expected to thoroughly familiar with the IDIS system and to provide technical assistance to grantees in implementation and maintenance of the local system.
• Complete compliance monitoring may include risk analysis, on-site or remote review, and written reports which include findings and recommendations.

The following are the duties of this position at the GS-12. If you are selected at a lower grade level, you will have the opportunity to learn to perform all these duties, and will receive training to help you grow in this position.

As a/an FINANCIAL ANALYST, you will:

• Perform financial analyses and evaluation, and is responsible for planning, organizing and independently completing duties on assigned projects which are complex and are above average difficulty.
• Review new applications, grantee performance reports, financial documents, requisitions, amendments, grant documents, etc., for compliance with CPD Program regulations, Federal Management Circulars A-102, A-87, A-il0, A-122, A-I33, Part 85; applicable instruction memos from Headquarters Offices; and any amendments to these materials that may be issued.
• Maintain financial status records and be well versed in all aspects of financial management systems grantees use to receive HUD funds and report their utilization, including IDIS. The incumbent is expected to use and monitor the IDIS system to determine grantee compliance and program financial management practices. The incumbent is expected to thoroughly familiar with the IDIS system and to provide technical assistance to grantees in implementation and maintenance of the local system.
• Complete compliance monitoring may include risk analysis, on-site or remote review, and written reports which include findings and recommendations.

The RE functions include supporting the Senior Resident Engineer (SRE) by participating in design management with the CFM Project Manager (PM) and VA Medical Center (MC) stakeholders; and when applicable, monitoring various ongoing construction activities and schedule for conformance with contract requirements. The major duties and responsibilities include, but are not limited to:

• Overseeing civil, structural, mechanical, electrical, or architectural aspects of construction.
• Supporting processing of easements, pertinent deeds, local code requirements, and restrictions.
• Participating in the coordination of utility service tie-ins and outages to minimize disruption to ongoing operations.
• Interacting with the CFM PM and Schedule Consultant to help determinate recovery of lost time due to unanticipated events [e.g., weather, delays in material shipments, unanticipated site work problems, etc.].
• Coordinating with local stakeholders and VA Central Office staff.
• Recommending solutions to resolve unusual or unique problems related to hospital design or unanticipated issues occurring during the actual construction of facilities.
• Identifying potential construction related issues to the SRE.
• Reviewing comments from other professionals in a formal response to Architect Engineer (A/E) firms when necessary.
• Interpreting drawings and specifications for the contractor.
• Administering on-site construction and monitoring coordination of work.
• Coordinating commissioning activities for their area of assignment.

WHAT IS THE TAXPAYER SERVICES (TS) 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:
Taxpayer Services Service Centers Austin Submission Processing

The following are the duties of this position at the full working level. If this vacancy includes more than one grade and you are selected at a lower grade level, you will have the opportunity to learn to perform these duties and receive training to help you grow in this position.

As a Front Line Manager you will:

• Plan work to be accomplished by subordinates, sets and adjusts short-term priorities and prepares schedules for completion of work.
• Assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees.
• Evaluate work performance of subordinates and makes recommendations for outstanding performance recognition and/or disciplinary action.
• Give advice, counsel or instruction to employees on work and administrative matters.
• Interview candidates for positions within the organization/unit and recommend appointment, promotion or reassignment to such positions.
• Hear and resolve complaints from employees, refer group grievances and/or more serious unresolved complaints as appropriate.
• Effect minor disciplinary measures, such as warnings and reprimands, recommend other actions in more serious cases.
• Identify developmental and training needs of employees, providing or arranging for needed development and training.
• Initiate ways to improve production, work processes and/or to increase the quality of the work directed.

• Enters data into the automated management information system database for a variety of staff and different work schedules. Posts hours worked, leave taken, overtime/compensatory time worked, and tour changes and determining the entitlement. of employees based on when the hours of work are performed for holiday, premium, hazardous pay and weekend and off tour differentials.
• Contacts employees at various levels in the organizational structure to clarify and resolve timekeeping issues and problems. Obtains additional information or clarification, on problems with or pertaining to time scheduling, leave-and overtime errors for correction. Enters time approved by EMS supervisors into the system. Investigates inquiries or questions from supervisors and/or staff regarding pay and leave. Explains rules and regulations used to reach conclusions.
• Provides explanations to different levels of staff rules and regulations pertaining to differential, holiday pay/holiday excused, part-time hours, unscheduled hours, and the differences between Family Friendly Leave Act, Advanced Sick Leave, and Advanced Annual Leave.
• During payroll processing, works closely with Fiscal Payroll and supervisors. Ensures automated records are accepted by the PAID system and transmitted to payroll processing center. Prepares, via PAID system, corrected timecards and obtains approvals.
• Responds to supervisors' Workers' Compensation questions. Provides information regarding requests for leave without pay, continuation of pay (COP), and other associated on-the-job injuries and time questions.
• Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters and lengthy reports; uses existing database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphics software to provide graphs and charts for reports and presentations.

• Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents and reviews and finalizes correspondence/documents prepared by others in handwritten or electronic drafts. Composes and signs correspondence of a non-technical nature in the supervisor's name or in own name as secretary.
• Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens incoming mail to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally.
• Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office. Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences.
• Schedules appointments and meetings without prior approval in accordance with supervisor's policies and priorities, and coordinates with the supervisor as necessary. Performs other administrative and clerical work in support of the office/organization. Establishes, updates, and maintains office procedures and records of various types that may be needed or will assist in the efficient operation of the office. Serves as liaison between supervisor and subordinate units.

• Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets. Independently plans and performs complex office automation duties requiring different approaches and methods from one assignment to another, such as using different packages to: edit lengthy and complicated reports; collect, select, organize, and provide information; track the status of a number of projects assigned to the organization; and resolve incompatibility problems in transferring text from one software package to another when menu options and specific software instructions are not available.

As a/an Management Information Specialist, you will:

• Actively participate in the creation of an Information Technology Project Management structure that will effectively and efficiently ensure that projects are well documented, effectively planning with appropriate resources, and successfully brought to completion.
• Maintain effective communication with IT management representative regarding developments that may impact the organization portfolio and strategic plans; and interfaces with all levels of project and client teams to provide clear advice through application of best practices and methodologies.
• Assess requirements and facilitates changes to meet strategic business requirements while sensitizing CPD and its business partners to the realities of current and future technical architectures.
  

As a/an Management Information Specialist, you will:

• Actively participate in the creation of an Information Technology Project Management structure that will effectively and efficiently ensure that projects are well documented, effectively planning with appropriate resources, and successfully brought to completion.
• Maintain effective communication with IT management representative regarding developments that may impact the organization portfolio and strategic plans; and interfaces with all levels of project and client teams to provide clear advice through application of best practices and methodologies.
• Assess requirements and facilitates changes to meet strategic business requirements while sensitizing CPD and its business partners to the realities of current and future technical architectures.

• Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents from information obtained from the staff, files, and other sources. Routinely composes non-technical correspondence, such as office procedures, requests for information concerning the organizations programs, letters of acknowledgment, commendation, or notification.
• Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the Commander's signature. Receives and screens all publications, regulations, and directives directed to the Commander and brings to the Commander's attention those elements affecting the Commander's area of jurisdiction; specifically indicating procedural changes and furnishing all related materials.
• Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits, screening those that can be handled without supervisor's help. Places both local and long-distance calls for Commander or staff personnel.
• Maintains supervisor's calendar, two deputies, and the Chief Enlisted Manager, coordinates meeting arrangement, and schedules meetings and/or conferences including those involving staff from outside the immediate office. Independently notes and follows up on commitment made at meetings conferences by staff members.
• Performs other clerical and administrative work in support of the office/organization. Develops, establishes, update, and maintains office procedures and records/files of various types to ensure effective and efficient operation of the office.
• Uses varied and advanced functions of word processing software to create, format, modify, edit, and print a variety of letters, reports, memos, and other textual documents. Uses advanced functions to generate tables of contents, import graphs or databases, create glossaries, and align multiple columns.

• Receives children, youth, parents, and other visitors in a courteous and professional manner. Answers telephones, ascertains nature of call, and directs caller to appropriate staff.
• Ensures parents, children, youth, and visitors properly sign into the program prior to passing the reception area of the facility. Monitors children’s departure to ensure only authorized individuals remove them from the building.
• Registers/terminates children/youth within the CYS program and/or waiting list database. Utilizes the Child and Youth Management System (CYMS) to record transactions for customers and to enter data into predefined categories for reports and tracking.
• Provides administrative support including mail preparation, copying, distribution, correspondence, memorandums, briefings, Daily Activity Reports, and other requirements for day-to-day operations.
• Articulates policies relating to patron fees, waiting lists, enrollments, terminations, and program events. Coordinates vacancies and reservations for the hourly care program as required.