Clarification from the agency

Open to the public

Job Summary:

The Office of the Chief Administrative Officer (CAO) provides operations support services and business solutions to the community of 10,000 House Members, Officers and staff. The CAO organization comprises more than 650 technical and administrative staff working in a variety of areas, including information technology, finance, budget management, human resources, payroll, childcare, food and vending, procurement, logistics and administrative counsel.

This position is located in the House Information Resources (HIR) Immediate Office, Office of the Chief Administrative Officer (CAO), U.S. House of Representatives (House). The HIR Immediate Office provides a wide range of technology services, technical support, cybersecurity, telecommunications, and administrative services in support of the House’s day-to-day operations. This position serves as the Special Assistant.

Key responsibilities include serving as the primary contact for budget planning, formulation, budget execution, procurement, and administrative support to the HIR Immediate Office Resource Management Team. Assists in developing budget justifications, identifying budget issues, explaining variances, and recommending budget realignments or requests; responds to data calls, prepares reports, and maintains detailed and accurate records of all financial transactions. Ensuring procedures and resources are in place to facilitate organizational effectiveness and efficiency. The incumbent may also serve as a Business Inventory Specialist (BIS), with responsibility for tracking, transfer, and inventory of assets and provision of status reports to CAO Asset Management.

Grade level at time of appointment is determined by experience and designated level of responsibility. The position does not have day-to-day supervisory/managerial responsibilities

Primary Duties and Responsibilities:

• Procures all goods and services for assigned directorate; continuously monitors actual expenditures to ensure office complies with appropriations law and remains within allocated budget.
• Provides administrative and operational support to HIR. This includes preparing reports, assisting with special projects, tracking activities, action items, and due dates, and coordinating program operations with other House offices.
• Research vendors, requests quotes, and supports Contracting Officer’s Representatives (CORs) as required.
• Develops and maintains detailed quarterly and annual non-personnel budget(s); coordinates modifications to the budgets in accordance with CAO procedures.
• Routinely reconciles non-personnel budget tracking reports with financial reports produced from the financial system of record to ensure the accuracy of reported data.
• Produces monthly and quarterly financial reports on funds availability and provide to management for review.
• Routinely reconciles non-personnel budget tracking reports with financial reports produced from the financial system of record to ensure the accuracy of reported data.
• Periodically analyzes operating expenditures to ensure they meet projected requirements and that excess services are discontinued.
• Supports the development of procurement actions, including requests for proposals (RFPs) and requests for quotes (RFQs); Prepares requisitions to commit funds.
• Assists with the preparation of statements of work (SOWs), procurement justifications, abstracts and requisitions.
• Manage annual procurement planning process, including procurement plan development and monitoring of directorate-level execution against the plan; ensures time-sensitive procurement actions are acted upon accordingly.
• Serves as resource to staff on the procurement of equipment, supplies, travel, and training. Prepare vouchers for vendors and/or employee reimbursements, as needed.
• Supports development, tracking, and execution of the annual training plan; assists staff in securing training and travel as needed.
• Performs other official duties and special projects as assigned.

Conditions of employment

• USAJobs Conditions of Employment

Qualifications

Qualifications:

• Bachelor’s degree in relevant field.
• A minimum of 3 years of relevant professional experience in financial management, budget formulation, and/or acquisition planning experience in a corporate, legislative, or government environment.

Knowledge, Skill, and Ability (KSA) and Competency Requirements: 

• Skill in budget execution, formulation, and management.
• Knowledge of financial management principles and practices; ability to ensure financial accountability.
• Skill in analysis, forecasting, and cost estimation modeling.
• Ability to collect, analyze, reconcile, and manage data.
• Knowledge of appropriations law, budget rules and regulations, and procurement methods, techniques, policies, and regulations.
• Knowledge of asset and inventory management principles and practices.
• Ability to provide administrative support, including invoicing and record and spreadsheet management.
• Knowledge of and ability to use various automated office systems and software programs, including Microsoft Office, PeopleSoft Financials, and Hyperion Budget & Planning modules.
• Ability to conduct research and develop reports and presentations.
• Knowledge of internal controls, compliance, quality assurance, and continuity of operations principles and practices.
• Knowledge of and ability to evaluate contract requirements.
• Ability to communicate effectively, both orally and in writing, with elected officials, senior staff, information systems professionals, and non-technical users.
• Employees within this position are expected to demonstrate the following HIR Technical Competencies: Analytics; Compliance, Internal Controls, and Audit Support; Consultation and Outreach; Contracting/Procurement; Emergency Response Planning and Risk Management; Financial Management; Information Management; Inventory Management; Project Management; and Quality Assurance and Testing.

Continued employment is contingent upon satisfactorily completing a criminal history records check (or other applicable security clearance) and a pre-employment drug-test (pre-identified position only).

How you will be evaluated

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

You will be evaluated using a structured interview process.