Executive Assistant

Employer
USAJobs
Location
Washington, D.C
Posted
Oct 18, 2019
Closes
Oct 22, 2019
Function
Administrative
Hours
Full Time
Duties

Summary

The Department of the Interior is devoted to protecting and preserving the natural resources of this great nation, including National Parks, Landmarks, and the well-being of communities, including those of Native American, Alaska Natives and affiliated Islanders.

Learn more about this agency

Responsibilities

This position is located in the Office of the Assistant Secretary for Insular and International Affairs, Office of Insular Affairs, located in Washington, DC. The incumbent serves as an Executive Assistant to the Assistant Secretary as well as the Director of Insular Affairs. The Incumbent provides a wide variety of program, administrative, scheduling and secretarial functions. Assignments are related to the full range of responsibilities of the supervisor and require the incumbent to provide daily advice, objective analyses, and recommendations on a variety of issues. The incumbent personally handles a wide variety of administrative, coordination, and technical assignments which require the ability to interact effectively with high-ranking officials inside and outside the Department, and also require a comprehensive working knowledge of the organization and functions of the Department, the Office of the Secretary, the Assistant Secretaries, and the bureaus. The incumbent also has a comprehensive working knowledge of administrative policies and practices of the entire Department.

At the full performance level GS-12, the major duties of this position include, but are not limited to the following:
  • Answers telephones and maintains calendars for the Assistant Secretary and Director. Arranges conferences and meetings, determines participants, and advises participants of time, place and topics to be discussed. Prioritizes phone calls and visitors to the office, organizes meetings, and otherwise manages the flow of information and visitors to the supervisor.
  • Keeps informed of activities, commitments and priorities of the office to remind the Assistant Secretary and/or Director, providing in advance necessary information and data in connection with each meeting. Because of high-level involvement and continuous changes, scheduling must be executed with maximum efficiency of time utilization and with constant vigilance and attention to detail.
  • Coordinates agenda and invitations for regularly scheduled meetings and ad hoc meetings. Accepts or declines invitations to meetings on behalf of supervisor, and/or arranges for representation by subordinate officials as necessary. Prioritizes issues and determines best approach and provides administrative guidance, policy and procedure interpretation on appropriate execution of actions and tasks.
  • Reviews correspondence written by others for the supervisor's signature or review to assure that it is consistent with DOI policy and program positions and appropriate for the superior's signature or surname. The incumbent tracks the status of all significant documents in the supervisor's suite.
  • Develops, coordinates, writes and implements policy and guidance pertaining to administrative procedures and directives.
  • Prepares briefing books for speeches and meetings. Additionally, the incumbent coordinates briefing materials for the Assistant Secretary and Director from materials provided by others.
  • Prioritizes issues coming before the Assistant Secretary and/or Director. Keeps the Assistant Secretary and Director informed at all times of the latest developments on matters that require his/her immediate and urgent attention.
  • Serves as an authority regarding regulations and policies related to travel expenditures of program Directors and reviews all vouchers, authorizations, and other associated forms before they are signed by the Director. Makes necessary travel arrangements for the Assistant Secretary and Director and stays In touch with the Assistant Secretary and Director during the travel.
  • Carries out special and confidential assignments requiring a professional manner, tact and diplomacy, and a comprehensive knowledge of the initiatives, policies and functions of the Office.
  • Follow up on Freedom of Information Act (FOIA) requests received in the Assistant Secretary's office.

  • Salary Range Information:

    First time hires to the federal government typically start at the beginning salary in the range for their respective grade level.

    GS-9: $57,510-74,759; GS-11: $69,581-$90,461; GS-12: $83,398-$108,422

    Core hours for this position are 8:30 am to 5:00 pm.

    The Office of the Secretary has determined that the duties of this position are suitable for telework only during an emergency or natural disaster.

    This position requires a Public Trust background investigation.

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

    Travel Required

    Occasional travel - Very minimal travel is expected.

    Supervisory status
    No

    Promotion Potential
    12

    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

    GS-9

    Applicants may qualify for GS-9 by meeting A, B, or C below.

    A. To qualify at the GS-09 level, you must have at least one FULL year specialized experience equivalent to at least the GS-07 grade 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 in or related to the work of the position to be filled. Specialized experience is defined as (must meet all four):
  • Managing executive correspondence to include proofing, editing, preparing correspondence for signature, and tracking the status of documents.
  • Maintaining calendar and performing liaison function for senior or executive level staff.
  • Coordinating international travel, and processing travel authorization requests and vouchers for reimbursement.
  • Utilizing various computer software to create a variety of documents.

  • -OR-

    B. Substitution of Appropriate Education for Experience

    You may substitute education (education that is directly related) for experience at the GS-09 level if you have achieved:
    • a 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., if related

    -OR-

    C. Substitution of an Appropriate Combination of Experience and Education for Experience

    Only directly related education in excess of the first year of progressively higher level graduate education toward a masters or the equivalent graduate degree may be used toward this combination.

    GS-11

    Applicants may qualify for GS-11 by meeting A, B, or C below.

    A. To qualify at the GS-11 level, you must have at least one FULL year specialized experience equivalent to at least the GS-09 grade 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 in or related to the work of the position to be filled. Specialized experience is defined as (must meet all five):
  • Managing executive correspondence to include proofing, editing, preparing correspondence for signature, and tracking the status of documents.
  • Maintaining calendar and performing liaison function for senior or executive level staff.
  • Managing international travel arrangements and serving as a resource for guidance concerning travel regulations and procedures.
  • Preparing briefing materials for high level meetings, conducting research, and preparing reports.
  • Utilizing various computer software to create a variety of documents.

  • -OR-

    B. Substitution of Appropriate Education for Experience

    You may substitute education (education that is directly related) for experience at the GS-11 level if you have achieved:
    • a 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

    -OR-

    C. Substitution of an Appropriate Combination of Experience and Education for Experience

    Only directly related education in excess of the first year of progressively higher level graduate education toward a masters or the equivalent graduate degree may be used toward this combination.

    GS-12

    Applicants may not substitute education for experience at this level. Applicants must meet specialized experience requirements.

    To qualify at the GS-12 level, you must have at least one FULL year specialized experience equivalent to at least the GS-11 grade 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 in or related to the work of the position to be filled. Specialized experience is defined as (must meet all six):
  • Managing executive correspondence to include proofing, editing, preparing correspondence for signature, and tracking the status of documents.
  • Managing international travel arrangements and serving as a resource for guidance concerning travel regulations and procedures.
  • Maintaining calendar and performing liaison function for senior or executive level staff.
  • Utilizing various computer software to create a variety of documents.
  • Preparing briefing materials for high level meetings, conducting research and assembling background material for high profile programs or projects, preparing regular and ad-hoc reports.
  • Analyzing administrative operations and office procedures to recommend and implement changes for improvement.


  • 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

    Education: If this position requires specific educational course work to qualify, or you are qualifying based in whole or part on education, you are required to provide transcripts as proof of meeting the requirements.

    Foreign Education: Education completed in colleges or universities outside the United States may be used to meet the specific educational requirements as stated above. You must provide acceptable documentation that the foreign education is comparable to that received in an accredited educational institution in the United States. For more information on how foreign education is evaluated, visit: http://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-policies/#url=e4

    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:
    • Analytical: Skill in research and gathering data, summarizing information, developing conclusions or recommendations, and highlighting points or facts of greatest significance.
    • Administrative Support: Experience reviewing and coordinating executive correspondence, prioritizing incoming correspondence, and tracking deadlines; managing the calendar of a high level official; arranging travel
    • Oral Communication: Skill in orally presenting information to high level officials, and serving as a liaison for high level staff.
    • Written Communication: Skill in developing presentations, briefing papers, compiling background information, and developing correspondence.
    • Pressure and Deadlines: Ability to work in an executive environment under tight deadlines and pressure of changing priorities.

    DUE WEIGHT
    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) SF-50's showing (1) your highest FPL, and (2) most current SF-50 noting position, grade level, tenure, and duty station. Please note that all SF-50's submitted must show that you are a status candidate or eligible under this announcement. Please refer to the eligibility in the online questionnaire for more information; (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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