Administrative Support Specialist

Employer
USAJobs
Location
Washington, D.C
Posted
Sep 11, 2019
Closes
Sep 14, 2019
Hours
Full Time
Duties

Summary

This position is located within the Department of the Interior, Office of the Secretary, the Office of the Assistant Secretary for Policy, Management and Budget (AS-PMB), Business and Administrative Division. The Incumbent serves as the Administrative Support Assistant, is physically located in Washington, D.C

Security Clearance Required: You will be required to obtain and maintain a Public Trust Background Investigation if you are selected and hired for this position.

Learn more about this agency

Responsibilities

At the full performance level GS-09the major duties of this position include, but are not limited to the following:
  • Incumbent is responsible for a wide array of substantive administrative and support duties for the Business and Administrative Division and offices that the Division supports throughout the agency. In addition to routine functions, the incumbent provides support for the Deputy Assistant Secretary for Administrative Services on special projects, coordinating meetings involving senior leadership, political appointees, Congressional staff, other Agencies and the general public.
  • Contract and Procurement - Incumbent is trained and versed in the use of the Federal Business Management System (FBMS) by entering purchase requests, sales orders and reallocating credit card charges to various accounting strings.
  • Meeting Preparation - Schedules meetings and/or briefings for the Assistant Secretary, Principal Deputy Assistant Secretary, Deputy Assistant Secretaries and senior leadership as needed. Types final, agendas and informational packages to be distributed at said meetings, ensures all back-up material is available and serves as primary point of contact for meeting inquiries.
  • Communications Works closely with senior leadership, the Deputy Director and the Director either via email or meetings to discuss scheduled activities, ongoing assignments, and new projects that may arise.
  • Administrative Support - Ability to multi-task and support various offices assigned to the incumbent, including but not limited to, supply and inventory management, property control, records and administrative policy and support. Incumbent is required to assist with office moves, office relocation's and phone relocation's.
  • Travel - Provides support to the immediate supervisor and senior leadership within the Assistant Secretary's Office, PMB Office Directors and Deputy Directors that have been assigned to them for support. Schedules and arranges travel logistics, i.e., flights, hotels, meeting space, rental car(s), and ensures orders are entered into the CONCUR travel system in a timely manner. Provides all pertinent travel information to the Administrative Officer when traveler will be going outside of the United States in order for the traveler to maintain telephonic contact with the home office. Works closely with the CSC IT Helpdesk in order ensure proper telephonic phone coverage is obtained prior to departure or a burner phone is provided for red sites as indicated by the IT team.
  • Correspondence - Incumbent reviews and closely coordinates with originating office, ASPMB Front Office and Executive Secretariat's Office on all incoming and outgoing correspondence packages to determine its significance and type of action required. Ensures that responses clearly address the inquiry, all background information is attached, grammar and punctuation are correct and in adherence to Departmental guidelines
  • Independent and Personal Support - Greets scheduled and unscheduled visitors to the Deputy Assistant Secretary for Administrative Services and the Division in a polite and professional manner. Ensures that only scheduled and authorized personnel or visitors are given access to senior leadership and with senior leadership's concurrence.
  • QuickTime - Prepares timesheets for senior leadership and assigned staff members, ensuring correct time and leave are entered into the system.
  • Support for offices serviced by the Division - Acts as backup timekeeper for offices under the purview of the Division, and as directed by the immediate supervisor.
  • Quality Control - Reviews all correspondence for the Deputy Assistant Secretary, senior leadership, offices and/or bureaus that have been routed to the Assistant Secretary's Office for surname, and/or signature. Ensures formatting and correspondence instructions set forth by the Assistant Secretary's Office are followed prior to submitting to senior leadership for review and/or signature.
  • Document Tracking Management System (DTS) - Serves as the assistant for offices serviced by the Division as assigned by immediate supervisor. Coordinates with the Correspondence Analyst on correspondence, both incoming and outgoing, personally handled. Ensures that all routing paths are entered into the DTS system and forwards to pertinent offices for action.

The OS has determined that the duties of this position may only telework during an emergency or natural disaster.

Salary Information

GS-07: $47,016 - $61,122 per annum. First time hires to the Federal government normally start at the lower salary range of the grade level.

This vacancy may be used to fill additional positions as vacancies become available.

Travel Required

Not required

Supervisory status
No

Promotion Potential
09 - FPL GS-09

Requirements

Conditions of Employment

  • You must be a U.S. Citizen.
  • You will be subject to a background/suitability investigation/determination
  • You will be required to have federal payments made by Direct Deposit.
  • You must submit ALL required documents and a completed questionnaire.

Selective Service: If you are a male applicant born after December 31, 1959, you must certify that you have registered with the Selective Service system, or are exempt from having to do so under the Selective Service Law. See http://www.sss.gov/

Qualifications

To qualify for this position you must meet the Specialized Experience for the grade to which you are applying.

S pecialized Experience:

Experience: To qualify for the GS-07, you must possess at least one full year of specialized experience equivalent to the GS-05 level in the Federal service, or comparable experience not gained through Federal service. Specialized experience is experience that equipped the applicant with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled. Specialized experience is defined as documented experience: 1.) Coordinating and organizing time sensitive confidential administrative tasks such as timesheets, travel authorizations and vouchers, and office correspondence. 2.) Processing purchases utilizing a government/corporate purchase card; 3) performing multiple administrative tasks such as database/spreadsheet management and drafting correspondence. 4.) Planning and arranging logistics for large events and conferences;

OR,

1 full year of graduate level education

OR

Superior academic achievement NOTE: If you are substituting education for specialized experience, you must provide transcripts in order to verify that the educational substitution requirement has been met. This information must be received by the closing date of the announcement. Failure to provide this information will result in your receiving an "INELIGIBLE' rating.

Additional information on the qualification requirements is outlined in the OPM Qualification Standards Handbook of General Schedule Positions and is available at OPM's website: https://www.opm.gov/qualifications/standards/indexes/num-ndx.asp

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 closing date of the announcement.

Education

Additional information

Applicants who include vulgar, offensive, or inappropriate language or information in their application package will be ineligible for further consideration for this position.

Identification of promotion potential in this announcement does not constitute a commitment or an obligation on the part of management to promote the employee selected at some future date. Promotion will depend upon administrative approval and the continuing need for and performance of higher-level duties.

The application contains information subject to the Privacy Act (P.L. 93-579, 5 USC 552a). The information is used to determine qualifications for employment, and is authorized under Title 5, USC, Section 3302 and 3361.

Important Note: All Department of the Interior (DOI) employees are subject to the conflict of interest restrictions imposed upon all employees of the Executive Branch of the Federal Government and may be required to file a Financial Disclosure Report. In addition, DOI employees, GS-15 and above, who work in the Office of the Secretary; along with the Bureau of Ocean Energy Management (BOEM) and the Bureau of Safety and Environmental Enforcement (BSEE) employees (at ALL grade levels), are further restricted concerning their interests in Federal lands and resources administered or controlled by the Department of the Interior. This includes holding stock in energy corporations which lease Federal lands (e.g.: oil, gas, coal, alternative energy resources, etc.). If you have any such investments you should contact the DOI, BOEM or BSEE Ethics Office before accepting employment. DOI employees are held to the highest level of integrity. Employees must be objective and impartial in the performance of their work. All potential issues (e.g.: work-related interactions with friends, family members, or previous employers) must be disclosed at the time of application or during the interview process.

NOTICE: This employer participates in E-Verify and will utilize your Form I-9 information to confirm you are authorized to work in the U.S.

A preliminary background check must be completed before a new employee can begin work with the U.S. Department of the Interior. The preliminary background check consists of a search of Office of Personnel Management and Department of Defense background investigation files and an FBI National Criminal History Fingerprint Check; it may take up to 3 weeks to complete. If selected for this position, you will be extended a tentative offer of employment pending a satisfactory background check. Current Federal employees or individuals with an existing completed background investigation may not be required to undergo another background check; these will be handled on a case-by-case basis in coordination with the Bureau security office.

How You Will Be Evaluated

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

Once the application process is complete, we will review your application to ensure you meet the job requirements. To determine if you are qualified for this job, a review of your resume, supporting documentation and responses to the online questionnaire will be made. Your responses to the online assessment will be used to measure the degree to which your background matches the requirements for this position. However, your resume must support your responses to the scored occupational questionnaire, or your score may be lowered. The best qualified candidates will be identified for referral to the hiring manager and may be invited for an interview.

Your answers to the on-line assessment will be used to evaluate your competencies in the following areas:

Administrative Support- Ability to plan, and coordinate the administrative affairs of the supervisor to facilitate the day-to-day activities within the office.

Travel - Ability to p repare travel itineraries, authorizations, and vouchers for Senior Leadership and offices serviced by the Division.

Correspondence Procedures - Knowledge and the ability to r eview incoming correspondence, including analysis of content to determine its significance and the type of action required, and evaluating incoming correspondence to determine which are routine and which is sensitive or high priority in nature are.

Please submit 1) a copy of your most recent performance appraisal/evaluation and 2) a list of any awards (e.g. superior performance awards, special act or achievement awards, quality step increase, etc.) you received in the last 5 years. Any performance appraisal/evaluation and award documentation you provide will be forwarded to the selecting official. The selecting official will review this documentation and give it due weight consideration during the overall selection process.

If you do not have your most recent performance appraisal/evaluation, please submit a statement as to why it is not available. Please indicate if any prior performance appraisals/evaluations were at an acceptable level.

To preview questions please click here .

Background checks and security clearance

Security clearance
Other

Drug test required
No

Required Documents

Your resume must contain information sufficient to make a valid determination that you fully meet the specialized experience requirements as stated in this vacancy announcement and OPM qualification standards for each grade level(s) for which you are applying. It is strongly recommended that you use the USAJobs Resume Builder as it was designed to ensure that your resume includes the standard information needed. The Resume Builder is available at
https://help.usajobs.gov/index.php/How_to_create_your_resume

Your application package must include: (1) Resume showing relevant experience as written in your own words; (2) Completed online Assessment Questionnaire; (3) Your most current SF-50 noting position, grade level, tenure, and duty station; and a past SF-50 showing your highest FPL position; (4) Certificates, license, etc. (if applicable); (5) Form DD-214 OR VA letter and Standard Form 15, if eligible under VEOA or VRA; (6) Proof of eligibility if applying under a special appointing authority;(7) Current or former Government employees are strongly encouraged to submit a recent performance appraisal.

NOTE: Applicants claiming eligibility under VEOA or VRA, must submit a copy of your DD-214, "Certificate of Release or Discharge from Active Duty," (Member 4 copy is preferred), showing the dates of active duty, type of discharge, and character of service (must be honorable); OR acceptable proof of verification of your preference (i.e., official document, dated 1991 or later, from the Department of Veterans Affairs, or from a branch of the Armed Forces, certifying that the veterans total combined serviced-connected disability rating is 10% or more).

NOTE: Applicants claiming eligibility based on 30% or more service connected disability, you are required to submit documentation that is indicated on the SF-15 as acceptable proof of verification of your preference (i.e., official document, dated 1991 or later, from the Department of Veterans Affairs, or from a branch of the Armed Forces, certifying that the veterans total combined serviced-connected disability rating is 30% or more.

You will find additional information on the following topics: (1) e-Verify; (2) Selective Service; (3) CTAP/ICTAP; (4) Education - accreditation; (5) Foreign education; (6) Veterans preference; (7) Special appointing authority documentation; and more can be found on our web site: https://www.bsee.gov/careers/usajobs-assistance OR http://www.boem.gov/USAJobs-Assistance/ .

If you are claiming CTAP/ICTAP eligibility, you must submit proof by the closing date of the announcement that you meet the requirements of 5 CFR 330.605(a) for CTAP and 5 CFR 330.704 for ICTAP or you will not receive priority consideration. The proof includes a copy of the agency notice, your most recent Performance Rating, and your most recent SF-50 noting current position, grade level, and duty station. To be considered well-qualified and exercise selection priority for this vacancy, you must earn a minimum score of 85 or above (prior to the assignment of veteran's preference) on the rating criteria for this position.

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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