Animal and Plant Health Inspection Service STUDENT TRAINEE (ADMINISTRATIVE SUPPORT) in Fort Collins, Colorado

  • Duties

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Duties
Summary

Work schedule for this position is flexible, to include from Part-time to Full-time or Full-time to Part-time.

The incumbent will serve as an Administrative Assistant to the Emergency Management, Safety and Security Division (EMSSD), located in Fort Collins, Colorado. The incumbent provides full administrative support to the Branch Chief and staff.

This is a student position located in the Animal and Plant Health Inspection Services, Marketing and Regulatory Program Business Services, Emergency Management, Safety and Security Division. *Applicants must be available to work a regular schedule when classes are in session as well as during scheduled breaks. *

The Pathways Internship Program is designed to provide students enrolled in a wide variety of educational institutions, from high school to graduate level, with opportunities to work in agencies and explore Federal careers while still in school and while getting paid for the work performed.

Students who successfully complete the program may be eligible for conversion to a permanent job in the civil service. The target position upon graduation would be to a qualifying position as a GS-0303-7, Administrative Support Assistant.

Housing and travel expenses will not be paid.

APHIS is an emergency response agency. This means that all Agency employees may be asked or assigned to participate in rotating temporary duty assignments to support emergency programs at some time during their careers with APHIS. For details click: APHIS Emergency Response

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Responsibilities

The duties may include, but are not limited to:

  • Coordinates the administrative and clerical work of EMSSD; provides guidance, direction, to ensure all staff administrative priorities are met; and resolves associated problems. Prepares administrative and associated reports, releases information to public and staff on administrative procedures and methods, and follows up on activities to ensure timely completion. Plans work and establishes schedules to meet priorities and suspense dates.
  • Provides technical and administrative support to APHIS logistics officers/staff, APHIS dispatchers, and other personnel during emergencies. Sets and adjusts short-term and long-term priorities and prepares schedules for completion of workEnsures that proper procedures are followed in the conduct of EMSSD’s administrative and clerical work such as preparation and processing of correspondence, reports, forms, filing, records management, mail, preparations of travel orders, associated travel vouchers, time and attendance reports, and personnel actions. The incumbent prepares International travel authorizations and vouchers in a timely manner.
  • Receives and reviews budget policies and procedures; assists in tracking of unit expenditures allocating costs to appropriate object class codes; provides supervisor with information essential to the preparation of the budget, solicits information from staff on budget requests, coordinates activities related to budget with other staffs, and serves as point of contact for requests from higher management on office budget.
  • Verifies office expenditures against budget reports noting discrepancies and taking appropriate action to reconcile discrepancies as necessary.
  • Prepares requisitions for supplies, equipment, and maintains adequate stock for EMSSD. Checks the status of supply purchases and performs follow-up as required. Maintains inventory for expendable office supplies, orders additional stock as needed, and monitors the use and distribution of supplies. Maintains organized supply cabinet and assists personnel in locating items.
  • Establishes, maintains, and systematically disposes of a variety of records, documents, and files. Communicates directly with the staff relative to delayed, incomplete, and inaccurate correspondence, actions, reports, and other matters. Reviews all written material for completeness, accuracy, proper preparation, and advises personnel of proper methods to eliminate points of nonconformance.
  • Accomplishes clerical, statistical, and data entry tasks in support of the administrative work of the Branch using a variety of automated data processing systems and databases. Uses automation systems to create and delete files, store or extract material from a variety of software packages, generates cumulative, statistical, tabular, and narrative reports.
  • Receives and screens telephone and personal inquiries relative to the activities of EMSSD. Coordinates telecommunication activities with other branches and customer support.
  • Monitors and assures completion of daily, weekly, monthly and year-end required records, reports and summaries.
Travel Required

25% or less - Occasional travel may be required.

Supervisory status

No

Promotion Potential

04

Who May Apply
This job is open to…

Open to current Animal and Plant Health Inspection Service (APHIS) Pathways Interns currently enrolled or accepted for enrollment on at least a half-time basis at a qualifying educational institution in a certificate, degree, or diploma program.

Questions? This job is open to 1 group.

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0399 Administration And Office Support Student Trainee

  • Requirements

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Requirements
Conditions of Employment
  • US Citizenship is required
  • Selective Service Registration is required for males born after 12/31/1959
  • Proof of student status must be submitted with the application.
  • All applicants must be in good academic standing.
  • Applicants must be at least 16 years old.

Special Conditions

  • If selected, official transcripts will be required prior to entrance on duty. Proof of enrollment or acceptance for the upcoming academic term or semester will also be required unless graduating in the current semester.
  • Transcripts (official or unofficial) and proof of current enrollment must be included with our application. See the "Required Documents" section for more information.
  • A Pathways Participant Agreement will be required if you are selected for a position. The agreement must be signed by all applicable parties prior to entrance on duty.
  • Selection and retention in this position is contingent on a successfully completed adjudicated FBI National Criminal History Check (fingerprint check) and a background investigation.
  • This position is eligible for telework within the local commuting area of the duty location of the position. Employee participation in telework is at the discretion of the supervisor.
  • The work is typically sedentary; however, there may be some walking, standing, bending, and carrying of light items such as paper, books, files, and packages.
  • The work is performed in an office setting.
  • This Internship confers eligibility for a noncompetitive conversion to a permanent or term position in the competitive service contingent upon meeting all applicable Internship Program requirements and the needs of the agency. You will be considered for conversion to a permanent or term position upon the successful completion of your Internship. However, please note that eligibility for conversion does not guarantee the agency will opt for conversion.
Qualifications

ELIGIBILITY: Students who are currently enrolled or accepted for enrollment on at least a half-time basis at a qualifying educational institution in a certificate, degree, or diploma program.

IN ADDITIONto meeting eligibility requirements, you MUST meet the below qualification requirements by the closing date of the announcement.

Applicants can qualify by meeting the EDUCATION requirements specified below. EDUCATION:

GS-4:Completion of 2 full academic years (60 semester or 90 quarter hours) of post-high school study or an associate's degree.

Education

All academic degrees or course work must be completed in an educational institution that has obtained accreditation from an accrediting body recognized by the U.S. Department of Education. For a list of schools that meet this criteria, see http://www.ed.gov/.

Additional information
  • More than one selection may be made if another vacancy occurs within 90 days of the issuance of the certification of eligibles.
  • Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc) should contact: USDA's TARGET Center at 202-720-2600 (voice and TDD).
  • E-Verify: Federal law requires agencies to use the E-Verify system to confirm the employment eligibility of all new hires. If you are selected as a newly hired employee, the documentation you present for purposes of completing the Department of Homeland Security (DHS) Form I-9 on your entry-on-duty date will be verified through the DHS 'E-VERIFY' system. Under the system, the new hire is required to resolve any identified discrepancies as a condition of continued employment.
  • It is the policy of the Government not to deny employment simply because an individual has been unemployed or has had financial difficulties that have arisen through no fault of the individual. See more information at: http://www.chcoc.gov/transmittals/TransmittalDetails.aspx?TransmittalID=6465

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How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

  • Category rating procedures will be used to rank and select eligible candidates. The following quality categories will be used: Best Qualified, Well Qualified, and Qualified. Within each quality category, veterans' preference eligibles will receive selection priority over non-veterans.
  • Your final category placement will be based on your responses to the assessment questionnaire.
  • If, after reviewing your resume and / or supporting documentation, a determination is made that you have inflated your qualifications and or experience, your score can / will be adjusted to more accurately reflect your abilities. Please follow all instructions carefully. Errors or omissions may affect your rating. Deliberate attempts to falsify information may be grounds for not selecting you.

To view the application form, visit: https://aphis.usda.ntis.gov/cp/?event=jobs.previewApplication&jobid;=DC298D96-E0DF-44B6-AE9F-A8DD00ABBCC9

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Background checks and security clearance
Security clearance

Other

  • Required Documents

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Required Documents

The following documents are required for your application to be complete. Our office cannot be responsible for incompatible software, illegible fax transmissions, delays in mail service, your system failure or downtime, etc. Encrypted documents will not be accepted. Failure to submit required, legible documents may result in loss of consideration.

  • Resume that includes the following information: 1) job information for which you are applying; 2) personal information; 3) education; 4) work experience including the work schedule and hours worked per week as well as dates of employment; and title, series and grade if applicable; 5) supervisors phone number for each work period listed and whether or not we may contact them for reference checks; and, 6) other qualifications.
  • College Transcripts You must submit a copy of your college transcripts. An unofficial copy is sufficient with the application; however, if you are selected, you will be required to submit official transcripts prior to entering on duty. Education must have been successfully obtained from an accredited school, college or university.
  • Proof of student statusis required. Applicants must submit one of the following: a letter of acceptance to an accredited college or university for an upcoming academic term; ORTranscripts showing current enrollment at an accredited college or university; ORA letter on college/university stationery stating that you are enrolled for the current academic term.
  • DD-214 (Member 4 Copy) If claiming veteran’s preference, you must submit a DD214, Certificate of Release from Active Duty, which shows dates of service and discharge under honorable conditions. If currently on active duty you must submit a certification of expected discharge or release from active duty service under honorable conditions that is signed no later than 120 days after the date the certification is submitted. The certification must be on the letterhead of the appropriate military branch and include the dates of military service. Veteran’s preference must be verified prior to appointment. Without this documentation, you will not receive veteran’s preference and your application will be evaluated based on the material(s) submitted.
  • If claiming 10-point veteran’s preference you must provide the DD214 or certification requirements (see above bullet), plus the proof of entitlement of this preference as listed on the SF-15 Application for 10-point Veterans’ Preference. The SF-15 should be included but is not required. Failure to submit these documents could result in the determination that there is insufficient documentation to support your claim for 10-point preference. For more information on veterans’ preference see http://www.fedshirevets.gov/job/vetpref/

NOTE: If a document is resubmitted, it replaces the previous submission, which means the previous document is no longer available to the Human Resources Office. If you are adding to, rather than replacing a previous submission, you must upload both the old document and the new document. Please verify that documents you are uploading from USAJOBs transfer into the Agency's staffing system as there is a limitation to the number of documents that can be transferred. However, once in the Agency's staffing system, you will have the opportunity to upload additional documents. Uploaded resumes must be less than 3MB and in one of the following document formats: GIF, JPG, JPEG, PNG, RTF, PDF, or Word (DOC or DOCX).

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

  • Benefits

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Benefits

A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits.

This position does not confer all of the benefits usually associated with the competitive service such as tenure and transfer and privileges. However, the selectee will be entitled to sick and annual leave accrual. Eligibility for retirement benefits, health insurance and life insurance is determined on a case by case basis.

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.

  • How to Apply

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How to Apply

Please read the entire announcement and all the instructions before you begin. The following instructions outline our application process.

  • You must complete this application process and submit all required documents electronically by 11:59 p.m. Eastern Time (ET) on the closing date of this announcement.
  • We are available to assist you during business hours (normally 8:00 a.m. - 4:00 p.m., Monday - Friday). Applying online is highly encouraged. If applying online poses a hardship, please contact our office during business hours well before the closing date for an alternate method. All hardship application packages with supporting documents must be submitted no later than noon on the closing date of the announcement in order to be entered into the system prior to its closing.
  • This agency provides reasonable accommodation to applicants with disabilities on a case-by-case basis; contact us if you are requesting this.

Step 1: Create a USAJOBS account (if you do not have one) at www.usajobs.gov. It is recommended that as part of your profile you set up automatic email notification to be informed when the status of your application changes. If you choose not to set up this automatic notification, then you will have to log into your USAJOBS account to check on the status of your application.

Step 2: Create a resume with USAJOBS or upload a resume into your USAJOBS account. Customize your resume to ensure it documents duties and accomplishments you have gained that are directly related to this position in order to verify that qualifications are met. Your resume must support your responses to the online questionnaire (you may preview the online questionnaire by clicking on the link at the end of the How You Will Be Evaluated section of the job announcement).

Step 3: Click "Apply Online" and follow the prompts to complete the Occupational Questionnaire and attach any additional documents that may be required. You can update your application or documents anytime while the announcement is open. Log into your USAJOBS account and click on "Application Status." Click on the position title, and then select "Update Application” to continue. NOTE: Verify that uploaded documents from USAJOBs transfer into the Agency's staffing system. Once in the Agency's staffing system you will have the opportunity to upload additional documents. Uploaded documents must be less than 3MB and in one of the following document formats: GIF, JPG, JPEG, PNG, RTF, PDF, or Word (DOC or DOCX).

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Agency contact information
Human Resources
Phone

612-336-3227

Fax

612-336-3500

Email

MRP.APPLICATION.HELP@aphis.usda.gov

Address

USDA 250 Marquette Avenue, Suite 410 Minneapolis, MN, United States

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Next steps

If you set up your USAJOBS account to send automatic email notifications, you will receive an email acknowledging: 1) the submission of your online Occupational Questionnaire and resume was successful, 2) if you were referred to the selecting official for consideration, and 3) if you were selected or not selected. If you choose not to set up automatic email notifications, you must check your USAJOBS account for the latest status of your application. Your application may be reviewed to verify that you meet the qualifications and eligibility requirements for the position prior to issuing lists to a selecting official. If further evaluation or interviews are required, you will be contacted. We expect to make a final job offer within 40 days after the closing date of the announcement.

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  • Fair & Transparent
Fair & Transparent

The Federal hiring process is setup to be fair and transparent. Please read the following guidance.

Equal Employment Opportunity Policy

The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

  • Equal Employment Opportunity (EEO) for federal employees & job applicants

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Reasonable Accommodation Policy

Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.

Under the Rehabilitation Act of 1973, federal agencies must provide reasonable accommodations when:

  • An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job.
  • An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace.
  • An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events.

You can request a reasonable accommodation at any time during the application or hiring process or while on the job. Requests are considered on a case-by-case basis.

Learn more about disability employment and reasonable accommodations or how to contact an agency.

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Legal and regulatory guidance
  • Financial suitability
  • Social security number request
  • Privacy Act
  • Signature and false statements
  • Selective Service
  • New employee probationary period

This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/499452000. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.

Open & closing dates: 05/16/2018 to 05/22/2018

Salary: $32,460 to $42,194 per year

Pay scale & grade: GS 04

Work schedule: Full-Time

Appointment type: Internships