Administrative Specialist

Employer
USAJobs
Location
Washington, D.C
Posted
Jun 20, 2019
Closes
Jun 27, 2019
Function
Administrative
Hours
Full Time
Duties

Summary

This position is located with the Bureau of Indian Affairs, Central Office, Deputy Director, Trust Services in Washington, District of Columbia.
Learn more about this agency

Responsibilities

Serves as the administrative specialist to the Deputy Director, Office of Trust Services and maintains necessary liaison with appropriate units of Trust Services, the Office of Assistant Secretary - Indian Affairs, Office of the Director, other Directorates and other Bureaus with considerable latitude for independent judgment. Exercises primary control of administrative issues for the Deputy Director's office and ensures procedures and practices to be used by other administrative and general staff in the Office of Trust Services:

- Handles all controlled correspondence assuming timely response, correct formats, accuracy, and tracking of same. Reviews all correspondence prepared for the Deputy Director's signature or surname for correctness of grammar, tone, format, attachments, continuity of text, and conformance with the Deputy Director's style and viewpoint
- Responds to inquiries and administrative problems brought to the Deputy Director's attention by members of the staff and officials of the Bureau. Notifies the appropriate staff officials of the need for information or recommendations, and either prepares and response or follows up to ensure a timely response by others.
- Serves as the primary role model for the Office of the Deputy Director, displaying courtesy, tact, good judgment, and extraordinary skills in dealing with people to assure good public relations and a smoothly run office.
- Is the lead person in making sure that all the files in the Office of Trust Services and Divisions are being set up according to the records schedule, making sure that all files that need to be retired or destroyed are sent to the Archives in a timely manner.

Travel Required

Occasional travel - You may be expected to travel for this position.

Supervisory status
No

Promotion Potential
None

Requirements

Conditions of Employment

  • U.S. Citizenship Required
  • Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act of 1934 (title 25, USC Section 472). Form BIA -4432 must be submitted with the application if claiming Indian Preference.
  • You will be required to have federal payments made by Direct Deposit
  • You may be required to successfully complete a probationary/trial period
  • A background security investigation will be required for all new hires. Appointment will be subject to the applicant's successful completion of a background security investigation and favorable adjudication.
  • If you are a male applicant born after 12/31/1959 and are required to register under the Military Selective Service Act, the Defense Authorization Act of 1986 requires that you be registered or you are not eligible for appointment in this agency.
  • Incumbent is required to operate a government motor vehicle, must possess a valid driver's license, and have a safe driving record within the 3 year period immediately preceding submittal of GSA Form 3607.


Qualifications

EXPERIENCE AND EDUCATION REQUIREMENTS: (OPM Operating Manual, Qualification Standards for Administrative and Management Positions, GS-0343).

EXPERIENCE:
GS-11:
I have at least one year of full-time specialized experience or the equivalent, comparable to at least the GS-09 in the Federal Service (obtained in either the public or private sector). Specialized experience with analytical and evaluative techniques and is able to independently collect, identify, organize, review, and interpret results affecting the efficiency of operations within the Office and to create relevant, timely written reports, or other documentation, to advise management officials; tasks are completed with complete independence; have used the Federal regulations and procedures regarding various administrative activities and is able to advise management officials on issues; aware of various documents needed to complete a request and prepare written reports, policies and procedures, such as, corrective action plans and standard operating procedures; have used the Federal property and supply regulations, policies and procedures and is able to perform custodianship and inventory control duties and transfer or dispose of excess property; automated inventory systems used to manage inventory data to maintain accountability; communicate effectively through oral presentations and in writing, resulting in positive feedback; must be able to present in a clear, precise and concise manner and be able to work with other professionals in a variety of settings; consistently seeks contact with Line Officer and other officials to ensure course of actions are consistent with management's objective and in accordance with regulations; express ideas and recommendations to management officials.
OR
EDUCATION:
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.

GRADUATE EDUCATION: Graduate education must be related to the occupation and demonstrate the knowledge, skills, and abilities necessary to do the work.

SPECIALIZED EXPERIENCE: Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and is typically in or related to the position to be filled.

All qualification requirements must be met by the closing date of this announcement.

Merit Promotion candidates must also meet time-in-grade requirements by the announcement closing date.

Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act of 1934 (title 25, USC Section 472).


Education

If you are qualifying based on your education, you MUST provide transcripts or other documentation to support your educational claims. Unless otherwise stated: (1) official or unofficial transcripts are acceptable, or (2) you may submit a list with all of your courses, grades, semester, year, and credit for the course. All materials must be submitted by the closing date of the announcement.

If more than 10 percent of your undergraduate course work (credit hours) were taken on a pass/fail basis, your claim of superior academic achievement must be based upon class standing or membership in an honor society.

One academic year of graduate education is considered to be the number of credits hours your graduate school has determined to represent one academic year of full-time study. Such study may have been performed on a full-time or part-time basis. If you cannot obtain your graduate school's definition of one year of graduate study, 18 semester hours (or 27 quarter hours) should be considered as satisfying the requirement for one year of full-time graduate study.

If you are using education completed in foreign colleges or universities to meet the qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education which shows the education credentials have been evaluated by a private organization that specializes in interpretation of foreign education programs and such education has been deemed equivalent to that gained in an accredited U.S. education program; or full credit has been given for the courses at a U.S. accredited college or university. For further information, visit:
http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html .

Additional information

All new hires earn the beginning salary of their pay grade (Step 1). See 2019 Salary Tables here and select the duty station from the Washington, District of Columbia to choose the appropriate pay chart. If no specific chart is listed for this geographic location, see the "rest of U.S." chart.

The full performance level of this position is GS-11.

TELEWORK: Indian Affairs has determined that the duties of this position are suitable for telework only during an emergency or natural disaster.

You will be required to operate a government-owned or leased motor vehicle in the performance of duties, therefore, a valid driver's license is required. Incumbent must have a safe driving record within the three-year period immediately preceding submittal of GSA Form 3607 and be able to meet the safe driving requirements of the Bureau of Indian Affairs.

Career Transition Assistance Programs: These programs apply to employees who have been involuntarily separated from a Federal service position within the competitive service or Federal service employees whose positions have been deemed surplus or no longer needed. To receive selection priority for this position, you must: (1) meet CTAP or ICTAP eligibility criteria; (2) be rated well-qualified for the position with a score of 85 or above; and, (3) submit the appropriate documentation to support your CTAP or ICTAP eligibility. For more information visit: http://www.opm.gov/rif/employee_guides/career_transition.asp .

Certain candidates may be eligible to apply under a special hiring authority including those for disabled individuals, Peace Corps employees, Foreign Service employees, veterans, etc. For more information, visit the following OPM websites: USAJOBS Information Center: https://www.usajobs.gov/Help/ ; Vets Info Guide: http://www.fedshirevets.gov/ .

Former Federal Employees are required to indicate whether they received a Voluntary Separation Incentive Payment (VSIP) buyout in their previous employment with the Federal government, and are required to submit a copy of the applicable Notification of Personnel Action (SF-50) regarding the VSIP. Most individuals who accept reemployment with the Federal government within 5 years of receiving the VSIP amount, must repay the gross amount of the separation pay prior to reemployment.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your application package will be evaluated against the minimum qualification requirements specified above. In order to qualify, your resume must specifically describe your work history and the duties you performed in each position. Your resume will be evaluated after the closing date of 07/12/2019 to determine whether you meet the minimum qualification requirements for this position. Competencies measured include:
  • Information Management
  • Interpersonal Skills
  • Organizational Awareness
  • Teamwork

We will compare your resume and supporting documentation to your responses on the assessment questionnaire. If the information in your resume does not support your responses to the assessment questions, your score may be adjusted to more accurately reflect your qualifications.

Qualified Indian preference candidates will be referred to the hiring manager in order of veterans' preference.

You may preview the assessment questions here in the https://apply.usastaffing.gov/ViewQuestionnaire/10526597 . Additional selections may be made from this announcement if identical vacancies occur in the same location within 90 days from the closing date.

Background checks and security clearance

Security clearance
Q Access Authorization

Drug test required
No

Position sensitivity and risk
Moderate Risk (MR)

Trust determination process
Suitability/Fitness

Required Documents

The following documents are required for this position:
  • Resume which details work experience including dates worked (mm/yy-mm/yy), position title, Grade (if federal service), and hours worked per week.
  • On-line Assessment Questionnaire
  • Most recent SF-50 (if applying under merit promotion. Be sure your SF-50 displays your tenure in box 24, your position in box 34, and that the SF-50 is not an award)
  • Transcripts (if using education to qualify) - Unofficial transcripts are acceptable; however, an official transcript may be requested at a later time.
  • Veteran's documentation - (if applicable) VA letter on VA letterhead stating your overall combined rating, SF-15, DD-214 (copy 4) reflecting an honorable discharge and dates of active duty military service.
  • Special Appointing Authority documentation (if applying under a special hiring authority)
  • BIA Form 4432 (if claiming Indian preference)
  • Performance Appraisal (if applying under the Land Management Flexibility Act)
If you are applying as a VEOA candidate, you must submit a copy of your DD-214 and your letter from the VA reflecting an honorable discharge and that you either completed three years of active duty service or are a preference eligible. For more information see: https://www.fedshirevets.gov/job/shav/index.aspx#veoa .

If you are unable to apply online, require reasonable accommodation in the application process if you are an applicant with a disability, or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .

ALL DOCUMENTS MUST BE RECEIVED BY 11:59 PM Eastern Time ON THE CLOSING DATE OF THIS ANNOUNCEMENT. If your application package is incomplete in any way, you will not be considered for this position, and requests for extensions will not be granted. Please double check your application package before you submit it.

ADDITIONAL INFORMATION WILL NOT BE SOLICITED OR ACCEPTED BY THIS OFFICE.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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