Master Record Number: FS3840

Title/Pay Plan/Series/Grade: Support Services Specialist, GS-0342-

05

FLSA Code: Non-Exempt

INTRODUCTION

This position works at a Forest Supervisors Office or a District Office. The

employee provides administrative and clerical support for a variety of
functions for the unit.

MAJOR DUTIES

The primary purpose of this position is to assist with the management and
coordination of the clerical and administrative functions and provide support
services including but not limited to budget, personnel actions, awards, in-
processing, evaluations, training, travel, procurement (VISA card holder),
property management, records management, motor pool and clerical
support. Plans and organizes all tasks to accomplish workload in a timely
fashion.

Maintains automated and physical records management and prepares older

records for retention period. Maintains sufficient records to document all
USDA and Forest Service compliance.

Prepares a wide variety of forms for review and signature by Forest or District
personnel and program managers. Prepares correspondence from electronic
drafts documents and brief notes. Is responsible for proper spelling,
grammar, format, and arrangement of materials. Utilizes a personal
computer with various software packages to prepare reports, graphs, charts,
interoffice mail, and etc., to complete tasks that have been automated.
Instructs and assists employees in computerized personnel procedures.

Provides expertise for procurement of goods, supplies and services.

Purchases a variety of local supplies and services using a VISA credit card.
Prepares documents to order goods, supplies and/or services for various
units. Is responsible for selecting the correct and most cost efficient method
and/or instrument to accomplish procurement action. Maintains a complete
auditable
trail for all transactions that expend Government funds.

Assists with central filing system and maintenance of sufficient records to

document all activities. Interprets regulations to determine needed records
and advises others on required action. Follows through to ensure records are
auditable.

Assembles and evaluates data and information from a variety of sources to

update and balance the units budget, following unit needs and existing
templates and workflow. Regularly updates the budget and checks for
accuracy using available information, and brings errors and discrepancies to
the attention of supervisor, making corrections as advised. Coordinates
travel budget to assure adequate funding.

Serves as Accountable Property Inventory Taker. Receives property, inspects

for damage, and prepares appropriate documentation. Coordinates or
performs inventories, investigates discrepancies, prepares any required
correspondence, and maintains files and related documentation. Obtains
releases from accountability for lost or stolen property. Arranges for the
proper disposition of obsolete equipment or damaged property.

Serves as Mail Clerk, which is the centralized point for the receipt, reading,
routing, control, and dispatch of mail. Receives, reviews, sorts and makes
distribution of Contract/Purchase orders received from various Government
Installations.

Maintains awareness of and communicates applicable laws, regulations,

directives, and policies to unit personnel for administrative work relating to
acquisitions, payroll, human resources, agreements, travel, facilities, safety,
security, and other related issues. Disseminates administrative information
to unit employees and serves as a liaison for administrative support that is
provided by other units (e.g., national or regional service centers or regional
office administration).

FACTOR STATEMENTS

Factor 1. Knowledge Required by the Position

Knowledge of the various phases of support services functions of budget and

work planning, resource services, human resources, procurement and supply.

Ability to see and understand the interrelationships of various support

services activities in order to be able to offer workable suggestions and
recommendations.

Knowledge of government financial and budget techniques and of Forest

Service work planning and controls to properly update and monitor units
budget.
Knowledge of purchasing and supply sources to be able to procure supplies,
equipment, and services through open market arrangements, purchase
orders, or requisitioning through GSA, Federal Supply Schedules, and excess
property lists.

Basic knowledge of Forest Service manuals regarding property records, and

the ability to maintain unit property and inventory records.

Knowledge of unit functions, and operations to answer caller/visitor

questions or refer to appropriate personnel.

Knowledge of files and directives systems to set up and maintain hard-copy

and electronic files.

Knowledge of computer and word processing equipment and software such

as Microsoft Office.

Factor 2. Supervisory Controls

The supervisor provides continuing or individual assignments by indicating

generally what is to be done, the limitations, quality and quantity expected,
deadline, and priority of assignments. Additional, specific instructions are
provided for new, difficult, or unusual assignments and include suggested
work methods or advice on source material available.

The incumbent carries out recurring assignments independently, resolving

problems in accordance with established Forest Service policies, previous
training, or accepted practices.

Work is reviewed regularly by the supervisor in the course of its application

to unit planning and periodically for effective provision of services and
adherence to policy. Technical review of some aspects of the work may be
made on a post-audit basis.

Incumbent is expected to handle most situations within own authority on

own initiative by reference to the sound interpretation of available regulatory
and policy guides.

Factor 3. Guidelines

Guidelines used include regulations, directives, management policies, travel

regulations, U.S. Postal regulations, staff memoranda, and SOPs. The
incumbent follows established procedures provided by the supervisor and
specific guidelines available in applicable manuals.
Guidelines and procedures are not always detailed or specifically available
for individual assignments. The incumbent is expected to use judgment and
initiative to handle aspects of the work not completely covered by the
procedures and guidelines to select and apply appropriate guidelines. Some
interpretation and adaptation is required, although the amount of adaptation
will be limited by either the supervisor or the appropriate regulation. The
incumbent refers situations regarding significant deviations to the supervisor
for guidance on resolution.

Factor 4. Complexity

Difficulty is encountered in interpreting guidelines for application to

situations which are not specifically covered by existing procedures and
regulations. The structures of accounts and functions covered by the
program budget are relatively stable from one year to the next. Variations in
the budget occur through across-the-board percentage adjustments in
salaries, per diem, or benefits and changes in project costs, program
direction, or emergency situations.

The incumbent applies standard formulas in calculating or adjusting program

funding. Support services responsibilities involve various clerical activities
and require the incumbent to insure that the regulations and procedures
pertaining to personnel, procurement, clerical work, and other activities are
applied. The incumbent must frequently perform duties within short time
frames, readjust priorities to meet changing demands, and deal with changes
in procedures.

Factor 5. Scope and Effect

The purpose of this position is to provide a variety of support activities to

maintain essential administrative operations for a Forest Service unit.

Work involves providing a broad range of support activities without which

many aspects of the work of the unit would be impaired or curtailed. The
support services performed affect the accuracy, efficiency, effectiveness,
and productivity of all unit operations.

Factor 6. Personal Contacts

Personal contacts include Forest and District personnel, other Forest Service
employees, union representatives, contractors, equipment and supply
representatives, technicians, vendors, etc.

Factor 7. Purpose of Contacts

Contacts are made to exchange information, provide advice, and disseminate
information about the units activities.

Factor 8. Physical Demands

The work is typically sedentary. Some physical effort such as walking,

standing, and bending, carrying items, etc., may be required.

Factor 9. Work Environment

Most of the work is performed in an office which is properly lighted, heated,

and ventilated.

Total Points: This position was evaluated using a position classification

standard that is not in Factor Evaluation System format. No point values are
assigned.

References Used:

Support Services Administration Series, GS-0342, May 1979.

Grade Level Guide for Clerical and Assistance Work, June 1989.

Source Documents:

Support Services Specialist, GS-0342-06; Forest Service; SPD#N5165;

Classified 07/23/1986.
Support Services Specialist, GS-0342-05; Army; PD# GJ152561; Classified
08/01/2003.

Name of Classification Delegate: Christina Lucero

Date Classified: 11/18/2013