Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Transcription

1 S35410, Page 1 Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. DUTIES Serves as Office Technician in the Washington Dulles International Airport (IAD) Police Station (Station) in the Police Department, Office of Public Safety, Metropolitan Washington Airports Authority (Airports Authority). Provides administrative and clerical assistance to the Police Major to help facilitate police station operations and administrative functions. Maintains awareness of the day to-day activities of the Police Major and police station employees in performing recurring administrative and clerical duties. Prepares weekly squad schedules and shift bid information and serves as timekeeper for police station employees. Prepares reports and summaries; types, edits and proofreads documents; and maintains and files, forms and documents. Performs related functions. The work requires an understanding of the responsibilities of the Station and awareness of the assignments of the Police Major and individual officers (officer assignments include enforcing regulations and civil/criminal laws, controlling automotive/pedestrian traffic, and investigating crimes). --Serves as timekeeper for Station employees with regularly changing shifts. Monitors individual electronic timecards by accessing the automated on-line payroll system (e.g., Ceridian Time & Attendance, and TeleStaff) via the Internet. Reviews and updates employee timecards for final supervisory approval. Ensures individual timecards reflect proper pay, leave codes, cost account codes, accurate data entry of all employee overtime pay, shift differential pay, Sunday pay, holiday pay, shift changes, leave usage, etc. As necessary, advises employees on proper leave types to use on timecards. --Monitors and updates employee time and attendance changes in the payroll system on a daily basis. Runs payroll system reports (e.g., History Scan Report). Reviews reports (e.g., Timecard Management Summary) to ensure that all hours match, reconciles discrepancies, and updates timecard data and reports. --Prepares weekly squad schedules and shift bid information. Accesses an automated scheduling and notification system (e.g., TeleStaff) specially designed for public safety organizations with varying, multiple or complex shift/scheduling requirements. Reviews system reports (e.g., TeleStaff Daily Register) for discrepancies and reconciles findings with payroll reports. Prepares all related internal (e.g. letters to individual officers) and external (e.g., memoranda to clinic) documentation necessary for coordinating and confirming scheduled physical examinations. --Maintains a time reporting log for the Transportation Security Administration reporting process. Enters appropriate payroll code in timecard to indicate number of hours worked covering the checkpoints, the Udvar-Hazy Museum, the Dulles Toll Road, or any other function that requires a specific payroll code. --Types and edits documents using word-processing software. Proofreads documents for correct use of grammar, spelling, punctuation and document format.

2 S35410, Page 2 --Maintains and files office documents such as daily police reports, employee training forms, and related documentation. Retrieves information from files for supervisor (or police personnel). May establish new subject matter files or arrange for off-site storage. --Reviews and prepares forms ensuring accuracy and conformance with established procedures concerning accounting codes, stock or serial numbers, prices, department codes and authorized signatures. --Monitors inventory levels of office supplies to adjust to changes in demand and maintain availability; places orders as necessary. Sorts and distributes mail. Makes and distributes copies of documents as directed. Sends and monitors receipt of facsimiles. --May maintain automated databases and spreadsheets to support the Station s budget and inventory accountability, personnel data, and work order system, and to generate reports and summaries for the Supervisor. --Compiles and distributes various police activity reports to other Airports Authority offices, (e.g., reports on vehicle impounds, etc.), to the Police Records Department; expense reimbursement reports to Public Safety budget personnel; and incident reports involving property damage, employee injury, etc., to the Risk Management Department. --May perform as the Station's Court Liaison Technician by performing duties such as preparing and coordinating parking ticket, subpoena, uniform summons, and court docket information. --Greets visitors in a friendly and welcoming manner and announces arrival to the appropriate employee. Answers and screens telephone calls providing requested information or distributing the call to the appropriate office. --Communicates and interacts effectively with internal and external business contacts including, but not limited to, other members of the unit/team, other Airports Authority employees (such as managers, supervisors, professionals, and support staff), vendors/suppliers, tenants, airport users, court officials, and medical staff. --Uses a computer and (a) modern office suite software (such as MS Office) to communicate ( ), plan, schedule, word process, prepare reports, presentations and graphics, manipulate data (spreadsheets and databases), and conduct research (Internet use); (b) enterprise system/software for requisitioning, time and attendance reporting, and other functions; and (c) special systems/software such as TeleStaff used in the Office. --*Performs other duties as assigned.* Critical features of this job are described under the headings below. They may be subject to change through reasonable accommodation or otherwise. MINIMUM QUALIFICATIONS (MQs)

3 S35410, Page 3 To be rated qualified for this job, an applicant must meet all of the MQs listed below at the time of vacancy announcement closure. 1. A high school diploma, a Certificate of General Educational Development (GED), or an equivalent combination of education, experience and training. 2. Four years of progressively responsible experience (post high school) in administrative, secretarial, and clerical support work that includes substantive work in most of the DUTIES in this job description including: (a) typing documents, tables, statistical data and charts; (b) preparing spreadsheets; (c) filing (including indexing, maintenance, and new file set-up); (d) checking materials for spelling, grammar, accuracy, typographical errors, format conformance and procedural requirements; (e) scheduling appointments and making arrangements for meetings; (f) screening callers and visitors; (g) assembling and summarizing information; (h) requisitioning office supplies, equipment, publications, etc., and maintaining office supply inventory levels; and (i) performing management support functions, such as ensuring that requisitions and reports have proper account codes and requests for personnel action have the correct employee and position information. A fully equivalent combination of education and training beyond what is needed to satisfy MQ 1 above may be substituted for up to two years of these four years of experience. For example, an associate's degree in any field that indicates the ability to successfully perform the DUTIES in this job description may be substituted for two years of experience. PREFERRED QUALIFICATIONS The qualifications listed below (if any) are preferred and may be considered in the selection process, but are not required to be rated qualified for this job. None. KNOWLEDGE, SKILLS, ABILITIES, AND OTHER FACTORS (KSAOs) The following KSAOs are required for successful performance of this job and are a basis for rating and ranking applicants who are found to meet the MQs. Local, Federal, airport industry or Airports Authority specific bodies of knowledge listed below may be acquired on the job, typically; ability to rapidly acquire them is required at the time of vacancy announcement closure. 1. Knowledge of, and skill in, (a) screening callers and receiving visitors, (b) keeping abreast of information important to administrative support of the Supervisor and staff, and relaying information and instructions from Supervisor to staff and others, (c) compiling, assembling, proofreading and typing documents, (d) establishing and maintaining files (e-files and paper files) and administrative control systems, (e) setting up meetings and taking/issuing notes, (f) drafting correspondence of a non-technical, administrative nature, (g) maintaining equipment, publications, etc., and maintaining office supply inventory levels, (i) coordinating computer, telephone and other office logistical support, (j) completing or reviewing office forms to

4 S35410, Page 4 ensure they are complete and accurate (such as having proper account codes on them) and (k) performing other types of administrative, secretarial and clerical duties common to modern offices in support of the work of professional and administrative staff. 2. Knowledge of the functions, priorities, commitments, policies, program goals and key projects of the Supervisor and staff supported to perform general office functions, provide administrative support in program-related and procedural forms, obtain/provide information, refer callers/visitors and distribute mail to the right person, and provide or coordinate other forms of administrative, secretarial and clerical support. 3. Knowledge of office functions and programs and staffs responsibilities to obtain and provide information and to refer callers, visitors and mail to the right person. 4. Knowledge of Airports Authority and office procedures to prepare forms, adhere to formats, file materials and perform similar functions. 5. Basic knowledge of Airports Authority payroll timekeeping processes and procedures and the automated on-line payroll system to monitor and update employee time and attendance data; and access and review system reports to identify discrepancies in employee time and attendance data. 6. Skill in problem solving to select, organize and logically process relevant information (verbal, numerical or abstract) to solve a problem. Examples include setting up new databases or new electronic and paper filing systems, reviewing office correspondence/forms for completeness and accuracy, making decisions on which information should be assembled in support of the Supervisor or other Unit members, and which calls and visitors should be directed to the Supervisor based on knowledge of supervisor s needs, preferences and priorities. 7. Skill in using a computer and (a) modern office suite software (such as MS Office) to communicate ( ), plan, schedule, word process, prepare presentations and graphics, manipulate data (spreadsheets and databases), develop reports, and perform or conduct research (Internet use); (b) enterprise systems/software for requisitioning, budgeting, time and attendance reporting, payroll, and other functions; and (c) special systems/software such as TeleStaff used in the office. 8. Skill in written communication (spelling, punctuation, grammar, vocabulary, formats and other clerical matters) to proofread and type documents, and ability to understand written information to recognize unclear information or incorrect data (e.g., to reconcile discrepancies between employee timecards and payroll system reports). Interpersonal skills to interact effectively with business contacts in a businesslike, customer service-oriented manner. 9. Skill in oral communication to understand verbal information (including instructions, descriptions, and ideas) and to express such information verbally so that others will understand. Examples include exchanging routine and non-routine information with visitors,

5 S35410, Page 5 callers, office staff and others. 10. Interpersonal skills to interact effectively with business contacts in a businesslike, customer service-oriented manner. RESPONSIBILITY Is responsible for performing administrative and clerical work to facilitate and expedite office operations and assist Station police personnel. Reports to the Police Major (Supervisor) at the IAD Police Station; however, may receive assignment/work from a Lieutenant or Sergeant or other police station staff member. Most work comes to the incumbent through established workflow consistent with assigned functions. Special assignments are typically given in terms of scope, background, objectives, deadlines, priorities and any special information about known or suspected problems that may complicate accomplishment of the assignment. Incumbent independently performs regular and recurring tasks in accordance with established procedures. Typically, Supervisor or Station staff member assigns and provides special instructions on non-routine work. Incumbent typically refers to the Supervisor for additional guidance or help on highly unusual office situations or especially complex problems. Supervisor or Station staff member spot checks work upon completion for quantity, quality, timeliness, teamwork, customer service, adherence to established procedures or special instructions, and other factors such as performance management system goals and measures. Some work may not be susceptible to immediate review; consequently incumbent's work is expected to be timely, adequate and accurate. Guidelines include, but are not limited to, such office-specific documents as function statements, organization charts, and assignment/project lists and such administrative/secretarial/clerical support guides as chart of accounts; procurement, supply, human resource management, budgeting, accounting, and information technology/telecommunications requirements and procedures; style manuals, software manuals and secretarial guides. Incumbent selects and applies the appropriate guide, strictly adhering to most, but adapting others, as permitted and required by the assignment, and using initiative to accomplish the more complex assignments. EFFORT Work is primarily sedentary and requires light physical effort. It requires moving about to obtain and coordinate work, and typically involves sitting for extended periods when using a computer, communicating by telephone or performing other desk work. May stand or stay in one position for long periods when filing or copying; opens and closes file drawers; and moves or positions self to reach/use objects and office equipment. Occasionally moves items weighing up to 20 pounds when storing office supplies. WORKING CONDITIONS Works in an adequately lighted, adequately ventilated and temperature controlled office setting. OTHER SIGNIFICANT JOB ASPECTS None