Administrative Specialist

The Antitrust Division is seeking to fill Administrative Specialist positions in its Chicago and San Francisco Offices.

As an Administrative Specialist, you will: Plan, organize, and deliver administrative support in the areas of travel administration, document management, timekeeping, scheduling, correspondence management, invoice management, records management, performance management, training coordination, and office supply management.

Provide administrative and logistical support for trials and depositions, including document preparation, binder production, witness coordination, witness travel, securing space, and obtaining and setting up equipment. Effectively communicate complex information, concepts and ideas, both verbally and in writing.

Make travel arrangements to include domestic and international travel. Schedule flights, hotel accommodations, and other arrangements once destination is reached based on preferences of the traveler. Prepare travel documents to include itineraries, travel vouchers and travel authorizations.

Review documents for accuracy including per diem and other allowances and ensure the proper documentation to support payment of travel vouchers is included and submitted. Provide support and assist attorneys and paralegals in responding to inquiries from courts, client agencies and fact or expert witnesses.

Utilize litigation support software or database applications to manage, track and organize legal case information. Analyze, plans for, and deliver the team's logistics (supply, property, and facilities) needs, including coordinating office assignments and moves.

Provide administrative support for conducting periodic inventories of all equipment and property and resolving discrepancies on the inventory list with the actual inventory. Conduct periodic surveys of equipment and property utilization and recommends actions to ensure the economical and efficient use of equipment and property.

Perform facilities-related tasks such as building maintenance requests, parking pass administration, badge and office key assignments, office mailbox and telephone allocations. Coordinate with security personnel to ensure employees receive required ID/PIV cards and program them to provide physical building access.

Additional selections may be made beyond the total number of vacancies specified using this vacancy announcement.

In order to qualify for this position, you must meet the Specialized Experience Requirements. Specialized experience is experience that has provided you with the particular knowledge, skills, and abilities to perform successfully the duties of the position as described above, and that is typically in or related to this position being filled.

You must meet the Specialized Experience to qualify for the Administrative Specialist position, as described below. To qualify for this position at the GS-12 level, your resume must reflect at least one year of specialized experience equivalent to the GS-11 level.

Specialized experience must demonstrate the following:GS-12 level: One full year of specialized experience, equivalent to the GS-11 performing 4 of the 6 of the following: Managing the administrative functions for a team, including at least seven of the following duties: Travel administration, document management, timekeeping, scheduling, correspondence and invoice management, records management, performance management, training coordination, office supplies, data tracking, and space allocation.

Drafting professional correspondence, reports, or other grammatically correct documents. Managing several tasks simultaneously and organizing time well to meet deadlines for individual and team assignments. Demonstrating attention to detail by ensuring tasks are completed accurately and thoroughly.

Utilizing automated systems to manage, organize and track information. Developing standard operating procedures or policies for an office regarding administrative matters. To qualify for this position at the GS-11 level, your resume must reflect at least one year of specialized experience equivalent to the GS-9 level.

Specialized experience must demonstrate the following:GS-11 level: One full year of specialized experience, equivalent to the GS-9 performing 4 of the 6 of the following: Managing the administrative functions for a team, including at least five of the following duties: Travel administration, document management, timekeeping, scheduling, correspondence and invoice management, records management, performance management, training coordination, office supplies, data tracking, and space allocation.

Updating and editing office procedures as changes are made to administrative policies and procedures. Utilizing automated systems to develop spreadsheets, office files and electronic records. Drafting professional correspondence, reports, or other grammatically correct documents. Scheduling flights and hotel accommodations.

Providing attorneys with administrative support during trial preparation. A full year of work is 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. Part-time experience will be credited based on time spent in appropriate activities.

Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.