Executive Assistant

Employer
USAJobs
Location
Arlington County, Virginia
Posted
Jul 13, 2017
Closes
Jul 28, 2017
Function
Administrative
Hours
Full Time
JOB SUMMARY:

About the Agency

The United States Postal Service Office of Inspector General's (USPS OIG) mission is to promote integrity and accountability to minimize costs, and prevent and detect fraud, waste, abuse and mismanagement.

For further information, please refer to our website at:
http://www.uspsoig.gov/general/about-us

The USPS OIG is seeking a highly qualified applicant to fill one or more Executive Assistant positions in the Office of the Inspector General located in Arlington, VA. The candidate will provide administrative support to one or more Assistant Inspector Generals. This announcement may be used to fill more than one vacancy in the Executive Assistant position.

Candidates will be evaluated on the skills that they possess that are directly related to the duties of the position and the experience, education and training that indicate the applicant's ability to acquire the particular knowledge and skills needed to perform the duties of the position. Only those candidates who meet all qualification and eligibility requirements and who submit the required information by 11:59 PM EST on07/27/2017~ will be considered.

The USPS OIG uses a Pay Banding system, which is equivalent to the Federal GS scale. Grade and salary determinations will be made based upon a candidate's education and professional experience.

This position is being advertised at the Administrative Band level, equivalent to a GS-11 - GS-12. The salary range for this position is $66,510 - $103,639. The salary figures include locality pay. Promotion potential to GS-12 equivalent at management's discretion.


TRAVEL REQUIRED:
  • Not Required

RELOCATION AUTHORIZED:
  • No

KEY REQUIREMENTS:
  • Must be a U.S. citizen
  • Must be able to pass a drug screening and physical examination
  • Must be able to pass a background investigation
  • Must be able to obtain and maintain an MBI security clearance
  • Must be able to obtain and maintain a government-issued credit card
  • May be required to successfully complete a 12-month probationary period
  • May be required to take a writing assessment
  • You will no longer be considered for this position if you: fail to respond to all of the questions in the self-assessment questionnaire; or receive a zero (0) rating on any evaluation factor.

    Failure to demonstrate that you meet all minimum requirements and 5 of 7 evaluation factor requirements will result in a score of zero (0). Upon receipt of a zero score, you will be deemed "not minimally qualified," and you will not be referred for further consideration.

    MINIMUM QUALIFICATIONS:

    You must meet ALL of the minimum qualifications listed below.

    • Bachelor's degree from an accredited college or university or four years of related professional experience in maintaining multiple calendars and schedules, utilizing multiple software programs to prepare a wide variety of correspondence, briefs, and reports, follow-up on action items to ensure deadlines are met, and working independently under changing priorities while handling multiple tasks, or a combination of education and related professional experience totaling a minimum of four years
    DESIRABLE QUALIFICATIONS:
    • Highly organized and efficient
    • Demonstrated analytical ability and problem solving skills
    • Fluency in using Microsoft Word, Excel, and PowerPoint and other equivalent systems and tools
    • Strong interpersonal skills
    • Ability to perform assigned duties and responsibilities independently
    • Skill in oral and written communications and ability to apply those skills in coordination and problem solving efforts
    • Skill in the use of personal computers and software programs in an office environment to extract, revise, or sort information from files, records, or database

    Education must be accredited by an institution recognized by the U.S. Department of Education. Applicants can verify accreditation here: www.ed.gov/admins/finaid/accred. Special Instructions for Candidates with Foreign Education: Education completed outside the United States must be deemed equivalent to that gained in U.S. education programs. You must submit all necessary documents to a private U.S. credential evaluation service to interpret equivalency of your education against courses given in U.S. accredited colleges and universities. For further information visit: http://www2.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

    You must have the experience, knowledge and skills as listed in at least 5 of 7 of the evaluation factors. Failure to demonstrate that you meet 5 of 7 of the evaluation factor requirements as listed below will result in a score of zero (0); an ineligible status, and you will not be referred for further consideration.

    EVALUATION FACTORS
    Include your major accomplishments relevant to the position requirements in your resume.

    • Ability to be organized and efficient
    • Demonstrated analytical ability and problem solving skills
    • Knowledge of Microsoft Word, Excel, and PowerPoint and other equivalent systems and tools
    • Strong interpersonal skills
    • Ability to perform assigned duties and responsibilities independently
    • Skill in oral and written communications and ability to apply those skills in coordination and problem solving efforts
    • Skill in the use of personal computers and software programs in an office environment to extract, revise, or sort information from files, records, or database

    Other


    DUTIES:

    Please note that the duties and responsibilities associated with this position may vary based upon the agency's needs at the time of hire. The following description of major duties and responsibilities is only intended to give applicants a general overview of the expectations.

    Serves as Executive Assistant to one or more Assistant Inspectors General. Exercises a management sense of what needs to be done and when to do it.

    • Attends meeting, taking notes, and preparing minutes for meetings.
    • Receives telephone calls and visitors to the AIG. Determines nature of call or business of visitors. Decides whether the importance of the business, rank, or position of visitor or caller is such to require the personal attention of the AIG or if the caller should be referred elsewhere. Refers to appropriate office actions of a problem nature or those requiring a technically qualified response. When calls involve matters on which the AIG will require background information, tactfully postpones conversation, obtains required information, and presents it to the AIG when informing him/her of impending call.
    • Controls the AIG's schedule and prepares a daily schedule for his/her reference. Establishes priorities; sets up, reschedules or refuses appointments; accepts or declines invitations to meetings or speaking engagements or arranges for representation by a subordinate official if appropriate. Assures that appointments made by the AIG are integrated into the calendar.
    • Maintains awareness of the policy and process of assigned organizations, to include basic missions, relationships with other current issues, strategic objectives, organizational performance standards, assigned personnel, and budgetary constraints. Maintains continuous, effective relationships with senior managers in all assigned organizations.
    • Maintains an awareness of sensitive matters including those relating to areas of responsibility within the purview of the AIG, as well as privileged information pertaining to proposed policies, actions, and decisions being formulated. Assures that working papers, other written records, conferences, and private discussions on these sensitive and privileged matters are not revealed to unauthorized personnel.
    • Responsible for updating websites and drafting newsletters and emails.
    • Responsible for planning meetings, conferences and events, including scheduling, arranging an appropriate venue, communication, and ensuring necessary materials and documents are provided.
    • Arranges meetings in the AIG's office relating to programs under supervisor's authority. Notifies the attendees of time and topic to be discussed. As required, prepares agenda for the meetings in coordination with the AIG.
    • Receives and reads business mail addressed to the AIG. Refers to the AIG mail of importance or interest, such as congressional inquiries, requests from other agencies, legal matters, etc. When correspondence requires a technical response, makes a copy for suspense and forwards original too concerned office. Monitors resulting activities for the purpose of briefing the AIG.
    • Recognizes the need for, composes, and prepares for signature of the AIG letters of acknowledgement, commendation, notification, etc. Reviews correspondence and documents prepared for signature of the AIG for conformance to regulations, grammar, format, and special policies of the AIG. Returns such communications to the originator for correction when not in compliance with policies or correspondence regulations.
    • Reviews correspondence prepared for the signature of the Inspector General and the Deputy Inspector General. (All correspondence must be in electronic format.)
    • Establishes and maintains files for the AIG for ready reference in anticipation of his/her needs.
    • Makes arrangements for travel. Arranges schedule of visits, makes transportation and accommodation reservations, notifies organization and officials to be visited, arranges clearances, keeps in touch with AIG en route, writes thank you letters, prepares travel voucher and submits reports.
    • Serves as the AIG's action officer to ensure that subordinate supervisors comply with instructions by submitting reports and actions and on time.