Operations Coordinator

Department Of The Treasury Salt Lake City , UT 84101

Posted 4 months ago

  • Duties

Help Duties Summary

The Associate Chief Counsel (Finance & Management) (F&M) supports the administrative, financial, and managerial programs of the Office of Chief Counsel and provides advice to the Chief Counsel and Deputy Chief Counsel on all management matters for the organization nationwide. F&M also has field responsibility for all administrative functions and personnel across the country.

Learn more about this agency

Responsibilities

What does a Operations Coordinator do? As a Operations Coordinator, you will provide and coordinate a variety of complex legal support functions and administrative duties, as well as provide technical advice and guidance to a team of support staff located in an assigned Post of Duty (POD). The Operations Coordinator will serve as a leader to the team that provides administrative and clerical assistance to the first and second line managers, attorneys, and paralegals within the POD. Each POD serves a mix of different legal divisions, each with its particular case processing needs, rules and other specialized considerations. Additional duties include, but are not limited to the following:

  • Serve as the focal point for coordinating and administratively handling complex or unique calls and/or correspondence.

  • Serves as local contact for IRS IT support matters handled at the POD level which may include checking back-up tapes, setting up new equipment, assisting in retiring old equipment, assisting new hires with LAN access. provides assistance and guidance regarding the ticketing system used for IT support.

  • Identify, analyze, and resolve difficult issues or problems encountered by the support staff and provide recommendations for resolving procedural issues and concerns.

  • Answers a variety of administrative and legal support questions for office employees on different procedures, policies, and directives.

  • Provide administrative oversight and accountability for the accuracy of data and records input into the case management systems.

  • Monitors legal assistants work as a back-up operator to ensure that information is being properly input into office related systems and reports are correctly and timely generated and distributed.

  • Prepares periodic and annual reports, including summary information. Produces documents and materials utilizing a range of complex office software and database applications.

  • Prepares a variety of administrative and legal documents such as cover letters, correspondence, reports, and pleadings that include tables of contents, tables of citations, statutory appendices, and financial and statistical tables.

  • Provide technical assistance and solutions to problems referred by lower graded support staff.

  • Ensures all information on security policies and guidance is conveyed to employees, ensures security incidents are documented and reported to the Information System Security Manager (ISSM).

  • Oversee the overall mail operation of the office. Review incoming mail and, as appropriate, establish administrative controls on certain items.

  • Manage correspondence control, mail and file integrity, and records management processes at the post of duty.

  • May be required to perform general office management tasks such as ordering and obtaining supplies, open market volumes for print subscriptions or books for the field library and recurring printed material and ordering forms. Assists in obtaining pretrial materials, including ordering requests for depositions, trial supplies, etc.

  • Ensure that work assignments of team are carried out effectively. The team supports a staff composed of attorneys, paralegals and mangers/executives in one or multiple PODs.

  • Provides training to new employees in accordance with established administrative procedures and practices. Arranges procedural legal case processing training and orientation for all new support employees.

  • Check or spot check team's work in progress and reviews completed work to see that Office Manager's instruction on work sequence, procedures, methods, deadlines, and priorities have been met.

  • Monitor the status and progress of work, make day-to-day adjustments in accordance with established priorities, and obtain assistance on problems from Office Manager on problems that arise.

  • Provide input on performance, progress and training needs of employees, and on behavior problems.

  • Provide information as requested concerning team member promotions, reassignments, recognition for outstanding performance, i.e. awards, and personnel needs. Request PAR actions for team members.

  • Provide training to new employees in accordance with established administrative procedures and practices.

  • Prepares and/or oversees the preparation of requistitons as needed. Approves leave for POD's within cluster when assigned to do so, or in the absence of the Office Manager. Acts for the Office Manager in his or her absence.

Travel Required

Occasional travel - Occasional travel may be required.

Supervisory status

No

Promotion Potential
11

  • Job family (Series)
    0301 Miscellaneous Administration And Program

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  • Requirements

Help Requirements Conditions of Employment

  • Please refer to "Conditions of Employment."

  • Click "Print Preview" to review the entire announcement before applying.

  • Must be U.S. Citizens or U.S. Nationals.

CONDITIONS OF EMPLOYMENT:

  • Subject to a 1-year probationary period (unless already completed).

  • Must successfully complete a background investigation.

  • Obtain and use a Government-issued charge card for business-related travel.

  • Undergo an income tax verification.

  • The employment of any candidate, including a current employee or a new hire, selected for this position may be conditional upon classification and/or audit of federal tax returns. This audit may include up to 2 years of returns.

Qualifications

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

Specialized Experience GS-9: You must have one year of specialized experience at a level of difficulty and responsibility equivalent to the GS-7 grade level in the Federal service. Specialized experience for this position includes: Experience using database systems and file management. Utilizes office programs and applications such as SharePoint, Excel, Word, and Outlook. Scanning documents and experience with redacting processes. Provides administrative and clerical assistance to a legal staff.

OR

Education: Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D. [remove LL.B or J.D., if unrelated] in a field which demonstrates the knowledge, skills, and abilities necessary to do the work of the position;

OR

Combination of Education and Experience: A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%. To compute the percentage of the requirements, divide your total months of experience by 12. Then divide the total number of completed graduate semester hours (or equivalent) beyond the first year (total graduate semester hours minus 18) by 18. Add the two percentages.

Specialized Experience GS-11: You must have one year of specialized experience at a level of difficulty and responsibility equivalent to the GS-9 grade level in the Federal service. Specialized experience for this position includes: Coordinating and handling complex or unique matters concerning the legal support of an office; and resolving problems of a non-technical nature, analyzing office operations; and performing administrative duties, such as providing input on support staff performance, preparing requisitions, monitoring expenditures, and reviewing travel management documents.

OR

You may substitute education for specialized experience as follows: Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. The education generally must be from an accredited (or pre-accredited) college or university recognized by the U.S. Department of Education.

OR

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 education generally must be from an accredited (or pre-accredited) college or university recognized by the U.S. Department of Education.

The experience may have been gained in the public, 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 the number of hours worked per week on your resume.

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

  • GS-9: You must have been at the GS-7 level for 52 weeks (time-in-grade requirement)
  • GS-11: You must have been at the GS-9 level for 52 weeks (time-in-grade requirement)

Education


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Operations Coordinator

Department Of The Treasury