Clarification from the agency

IRS Career/Career Conditional Employees

What does a Shared Administrative Associate (OA) do? Provides administrative, clerical and case processing support to managers and technical employees functionally and cross-functionally throughout assigned organizations, as needed. The duties involve planning, organizing and carrying out varied administrative and clerical activities required by business operating divisions. Will be a shared resource for multiple business operating divisions located in a post-of-duty, within a commuting area and/or geographic area.

As a Shared Administrative Associate (OA) you will:

• Support multiple managers and groups consisting of professional and technical employees both remotely and on-site as well as performing administrative tasks as needed for the post-of-duty. Communicates in both English and Spanish with visitors.
• Validate and inputs information to open, assign, transfer and close cases using various business unit case management automated systems such as ERCS, RGS, ICS, and ECMS.
• Verify completeness and accuracy of case controls to ensure compliance with established business unit procedures and formats. Identifies and resolves inconsistencies shown on the Related Return Report, Inventory Validation Listing, or other inventory reports. Extracts and analyzes data to monitor statutes and the group manager and technical employees to ensure protection of the Government's interest.
• Analyze case information to determine the appropriate procedures to close cases involving multiple work streams. Maintains and updates a variety of manual and automated tracking systems used in processing cases.
• Retrieve from business unit automated systems, a variety of reports and technical material including forms, correspondence, supporting documents, etc. related to taxpayer cases.
• Input and/or verifies technical employees' time on business unit automated systems. Retrieves data and provides analysis of time expended on individual and related case categories and other time expenditures.
• Utilize software to prepare correspondence, reports, forms, requisitions, requests for personnel actions and legal documents. Reviews outgoing correspondence for proper format, conformance with procedural instructions, grammar, punctuation, spelling, and attachments.
• Input and/or verifies technical employees' time on business unit automated systems such as SETR, ERCS, ICS, and Entity. Retrieves data and provides analysis of time expended on individual and related case categories and other time expenditures.
• Manually and electronically prepares folders, case files, acknowledgments, forms, closing documents and transmittal instructions for use by technical employees to assist them in arriving at the final disposition of a case and executing case processing.
• Gather, summarize and timely responds to management inquires for case, project and program information. Prepares a variety of correspondence, reports, forms, requisitions and case-related documents in regard to requests from higher levels in the organization.
• Receive telephone calls and visitors, determines the nature of the business, gives routine and non-routine information, answers questions in accordance with Service policies and operations or directs callers and visitors to the appropriate person or office.
• Retrieve and controls mail and suspense items, routing them directly to the appropriate person or office for action, follows-up on outstanding controls and researches background information before routing mail to the appropriate individuals. Prepares transmittals, boxes, and ships case files and other business documents.
• Coordinate and initiates supply orders for multiple groups and/or offices. The incumbent is a purchase card holder responsible for submitting payment for supply and purchase orders. Utilizes internal and external automated systems to place orders and reconcile account information.
• Organize, maintain, and purge files and records, manuals, handbooks, and other related materials. Prepares federal records for storage. Maintains calendar, schedule appointments and engagements and make travel arrangements for immediate manager and may be requested to perform these duties for additional managers supported.
• Serve as a resource person to the group(s) in matters such as case procedures, group administrative procedures, etc. Serve as proxy for manager(s) on automated systems such as the performance appraisal system, travel system, requisition tracking system, etc.
• 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.
  
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Conditions of employment

• Refer to Other Information.
• Click "Print Preview" to review the entire announcement before applying.
• Must be a U.S. Citizen or National
• IRS Employees with Career or Career Conditional Appointments

PROFICIENCY REQUIREMENT (OFFICE AUTOMATION): In addition to meeting experience or education requirements, applicants must be able to demonstrate the ability to type 40 words per minute. Applicants may be asked to participate in a typing/performance test, provide a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or selfcertifying their proficiency (which may be verified at a later step in the process). Performance test results and certificates of proficiency are acceptable for 3 years

Qualifications

You must meet the following requirements by the closing date of this announcement.  

GS-5 LEVEL:  You must have 1 year of specialized experience at a level of difficulty and responsibility equivalent to the GS-04 in the Federal service. Specialized experience for this position includes: Experience providing clerical and admin support to managers and staff. Experience operating a variety of software systems (e.g., Integrated Data Retrieval System (IDRS), Exam Return Control System (ERCS), Report Generating Software (RGS), Integrated Collection System (ICS), Entity Case Management Information (Entity), Data Model View (DMV), Case Based Reasoning (CBR), etc.) to prepare documents, input data, compile/ generate reports and monitor administrative controls. Experience responding/referring taxpayer complaints and inquiries. Experience with using agency regulations, manuals, and directives pertaining to clerical and administrative policies and practices to perform administrative and case processing support functions. Experience applying grammar, spelling and punctuation to prepare reports and correspondence. OR

You may substitute education for specialized experience as follows: a Bachelor’s degree or four (4) years of education above high school in any field of study from an accredited college or university. OR­­­­­­­­­­­­­­­­­­

GS-6 LEVEL:  You must have 1 year of specialized experience at a level of difficulty and responsibility equivalent to the GS-05 in the Federal service. Specialized experience for this position includes: Experience with the organizational structure of the IRS business unit operations. Experience providing clerical and admin support to multiple managers and groups. Experience operating a variety of software systems (e.g., Integrated Data Retrieval System (IDRS), Exam Return Control System (ERCS), Report Generating Software (RGS), Integrated Collection System (ICS), Entity Case Management Information (Entity), Data Model View (DMV), Case Based Reasoning (CBR), etc.) to prepare documents, input data, compile/ generate reports and monitor administrative controls. Experience responding/referring taxpayer complaints and inquiries. Experience with using agency regulations, manuals, and directives pertaining to clerical and administrative policies and practices to perform administrative and case processing support functions. Experience applying grammar, spelling and punctuation to prepare reports and correspondence.­­­­­­­

For Grades 5 through 11:You may qualify by a combination of experience and education. Options for qualifying based on a combination will be identified in the online questions.

-The experience may have been gained in the public sector, private sector or Volunteer Service. One year of experience refers to full-time work; part- time work is considered on a prorated basis.

-To ensure full credit for your work experience, please indicate dates of employment by month/year, and indicate number of hours worked per week, on your resume.

In addition to the above requirements, you must meet the following, if applicable:

You must have been at the next lower grade level of the grade you are applying to for 52 weeks (time-in-grade requirement).

How you will be evaluated

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

Your application includes your resume, responses to the online questions, and required supporting documents. Please be sure that your resume includes detailed information to support your qualifications for this position; failure to provide sufficient evidence in your resume may result in a “not qualified” determination.

Rating: Your application will be evaluated on the CJEs of the position to be filled per the National Agreement Article 13.
Your application will also be rated and ranked among others, based on your responses to the online questions, regarding your experience, education, training, performance appraisals and awards relevant to the duties of this position. IRS employees may obtain most recent awards listing at https://persinfo.web.irs.gov/

Your rating may be lowered, if your responses to the online questions are not supported by the education and/or experience described in your application.

Referral: If you are among the top qualified candidates, your application may be referred to a selecting official for consideration. You may be required to participate in a selection interview (telephonic and/or in person at the discretion of the Selecting Official in accordance with hiring polices). We will not reimburse costs related to the interview such as travel to and from the interview site.

If you are a displaced or surplus Treasury employee eligible for the Career Transition Assistance Plan (CTAP), you must receive a score of 80  or better to be rated as well qualified to receive special selection priority.