Administrative Support Assistant

Employer
USAJobs
Location
Silver Spring, Maryland
Posted
Nov 10, 2019
Closes
Nov 13, 2019
Hours
Full Time
Duties

Summary

This position is located in the Food and Drug Administration (FDA), Center for Drug Evaluation and Research (CDER), Office of Generic Drugs (OGD), Office of Regulatory Operations(ORO), Division of Quality Management Systems (DQMS). The division ensures that all generic drug review and decision making activities are well documented and follow a clearly defined, rigorous scientific and regulatory review process.

Only the first 100 applications received for this vacancy will be considered.
Learn more about this agency

Responsibilities

  • Manages the appointment and meeting schedule for the Director of the organizational unit served, and those of other senior staff members as directed.
  • Serves as point-of contact for scheduling meetings for conferences rooms.
  • Performs a wide variety of administrative tasks associated with maintaining and supporting the work of the organization.
  • Receives and routes incoming and outgoing materials such as controlled or routine correspondence, reports, memoranda, and other forms of written communication.
  • Performs office automation duties to prepare documents such as correspondence, forms, and reports which can include technical material, graphs and charts.
  • Enters information into established data bases and similar systems which track various administrative activities of the organization.
  • Receives calls and visitors from within and outside the immediate organizational unit.
  • Responds to general inquiries and answers procedural questions about the organization and common work practices or policies.
  • Resolves problems or issues of a general nature, complex issues or problems are referred to the supervisor for resolution.


Travel Required

Not required

Supervisory status
No

Promotion Potential
7

Requirements

Conditions of Employment

  • Citizenship Requirement: You must be a U.S. Citizen to be considered for this advertisement unless explicitly stated otherwise.
  • Selective Service Registration: All applicants born male, on (or after) 12/31/1959, must be registered with the Selective Service System OR have an approved exemption. Visit www.SSS.gov for more info.
  • FDA participates in e-Verify: All new hires must complete the I-9 form; this information will be processed through e-Verify to determine your employment eligibility. If a discrepancy arises, you must take affirmative steps to resolve the matter.
  • Background Investigation Requirement: All employees must pass a security investigation. Failing to pass the background check may be grounds for removal or legal action. If hired, you may be subject to additional investigations at a later time.
  • Time-in-Grade Requirement: If you are applying as a current Federal employee, you must meet the time-in-grade requirements described in the Qualifications section, generally, 52-weeks of comparable experience at the next lowest grade.
  • You must meet ALL requirements by the closing date of this announcement to be considered. Only education, experience, and qualifications attained by this date will be considered. You must continue to meet all requirements through the hiring process.
  • Certification of Accuracy: All information concerning eligibility and qualification is subject to investigation and verification. False representation may be grounds for non-consideration, non-selection, or appropriate legal action.
  • Direct Deposit: You will be required to have all federal salary payments electronically deposited into a bank account with a financial institution of your choice.
  • Additional selections may be made from this vacancy, within the same geographical area, by other organizational elements from within FDA, through shared corporate recruiting activities.
  • This position may be subject to completion of a 1-year probationary period (unless you have already satisfied this obligation).
  • You must have at least a fully successful or equivalent performance rating to receive further consideration for this position.


Qualifications

The position of Administrative Support Assistant falls under the 0303 occupational series. To qualify for this position at grade GS-5/6, you must meet Time-in-Grade requirements by 11:59 pm EST on 11/12/2019. In addition, you must meet the following:

Specialized Experience :
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 work of the position to be filled.

To qualify for the GS-5: You must possess 1 year of specialized experience equivalent to the GS-4 in the Federal service that includes experience: receiving and routing incoming and outgoing phone calls and correspondence; maintaining office records and filing systems, ordering routine supplies, typing office documents and reviewing forms for completeness.

- OR -

Education: Have successfully completed four years of education above the high school level obtained in an accredited business, secretarial or technical school, junior college, college or university. (Note: You must submit a copy of your transcripts).

- OR -

Combination: Have a combination of education and experience to qualify at this level. You must have an combination of specialized experience and education beyond high school.

Note: One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school.

To qualify for the GS-6: You must have at least one year of specialized experience, equivalent to the GS-05 level in the Federal service, that includes receiving and routing incoming and outgoing phone calls and correspondence; maintaining office records and filing systems; ordering routine supplies, editing, typing, and reviewing office documents for completeness, tracking administrative activities in a database, and performing time and attendance and travel functions for staff.

Note: As a general rule, education is not creditable above GS-5 for most positions in this series; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position.

In accordance with Office of Personnel Management policy, federal employees are assumed to have gained experience by performing duties and responsibilities appropriate for their official series and grade level as described in their position description. Experience that would not normally be part of the employee's position is creditable, however, when documented by satisfactory evidence, such as a signed memorandum from the employee's supervisor or an SF-50 or SF-52 documenting an official detail or other official assignment. The documentation must indicate whether the duties were performed full time or, if part time, the percentage of times the other duties were performed. It is expected that this documentation is included in the employee's official personnel record. In order to receive credit for experience in your resume that is not within the official series and grade level of your official position, you must provide a copy of the appropriate documentation of such experience as indicated above.

If you are applying based on some other qualifying eligibility (i.e. you are not applying as a current Federal employee), you must meet the specific requirements of the eligibility you are claiming, and must have sufficient past experience to demonstrate that you are minimally qualified for this position. See Unique Hiring Paths on USAJOBS for more information about various ways you may be eligible to apply!

PHS Commissioned Corps Officers interested in performing the duties of this position within the Commissioned Corps may apply online to this announcement. Candidates will be referred to (CC) personnel and not as candidates for conversion to a permanent career or career-conditional appointment.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. To verify your application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login , select the Application Status link and then select the More Information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Qualifications are based on breadth/level of experience. In addition to describing duties performed, applicants must provide the exact dates of each period of employment (from MM/YY to MM/YY) and the number of hours worked per week if part time. As qualification determinations cannot be made when resumes do not include the required information, failure to provide this information may result in disqualification. Applicants are encouraged to use the USAJOBS Resume Builder to develop their federal resume.

You must submit supporting documentation to verify your eligibility to apply for this vacancy. For most applicants, an SF-50 will be required. However, if you are applying as a Veteran , individual with a qualifying disability , or a displaced employee , you will be required to provide other supporting documents as applicable. See the Required Documents section for details.
Be sure that any files you upload as supporting documentation are free of security or compression features which render such documents unreadable to our system.

Education

If you are claiming education as any part of your qualifications for this position, you must submit an official transcript, unofficial transcript, or a list including courses, grades earned, completion dates, and quarter and semester hours earned. If you are using education completed in foreign colleges or universities to meet the qualification requirements, you must show that 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. For further information, click on foreign education.

Foreign Education:
If you are using education completed at foreign colleges or universities to meet the qualification requirements, you must show that 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.

If you have transferred educational credit from a foreign institution to one in the U.S., you must still show that your foreign education was evaluated by an organization recognized by the Department of Education, even if that foreign education was accepted as transfer credit by a domestic college or university.

For more information about this requirement, please visit the U.S. Department of Education website for Foreign Education Evaluation .

SUBMITTING YOUR TRANSCRIPTS:
Positions which are scientific or technical in nature often have very specific educational requirements. A transcript is required to verify educational achievement. Pay careful attention to the Qualifications and Education sections to identify vacancies where a transcript is required. Even if you hold a similar position or are a current employee, you are not exempt from transcript requirements.

Electronic Transcript Caution : If you have obtained your transcripts electronically, the file might contain security measures that could prevent our application system from reading the file. Therefore, you should consider asking the institution to provide the file in a non-secured electronic format. Alternatively, you could scan or take a photo of the printed copy of the transcript. If your uploaded transcript cannot be read by our system, you may receive consideration and credit for the information we can access.
See the Application Manager Documentation for tips on submitting your paper-based documents.

Additional information

We may make additional selections for similar positions across the entire Department of Health and Human Services (HHS) within the local commuting area(s) identified in this vacancy announcement. By applying, you agree to have your application shared with any interested selecting official(s) at HHS. There is no option to opt-out as your information will not be shared with other hiring agencies outside of HHS.

For some advertisements, the Food & Drug Administration receives hundreds, even thousands, of applications from job-seekers. Because of this high level of interest, FDA reserves the option of setting an application number limit. When an application limit is set, USAJOBS will close the vacancy at 11:59 pm Eastern Time on either:

(A) the day the limit is reached, -OR-
(B) the pre-defined closing date of 11/12/2019, whichever comes first.
If the limit is reached before 11:59 pm ET, all applications in excess of the limit will continue to be accepted until 11:59 pm ET.
For this announcement, only the first 100 applications received for this vacancy will be considered. For more information about announcement closing, see: https://www.usajobs.gov/Help/faq/job-announcement/expiration/

ADDITIONAL CONDITIONS OF EMPLOYMENT:
  • Pre-employment physical required: No
  • Drug testing required: No
  • License required: No
  • Mobility agreement required: No
  • Immunization required: No
  • Bargaining Unit Position: Yes, 3591
  • Incentives may be authorized; however, this is contingent upon funds availability. If authorized, certain incentives will require you to sign a service agreement to remain in the Federal government for a period of up to 3 years. Note: This statement does not imply nor guarantee an incentive will be offered and paid. Incentives include the following: moving expenses, recruitment or relocation incentive; student loan repayment, superior qualifications appointment, creditable service for annual leave for prior non-federal work experience or prior uniformed military service, etc.
  • If you are serving, or have served in the last 5 years (from 11/12/2019) as an Executive Branch political, Schedule C, or Non-career SES appointee, HHS/FDA may be required to obtain approval by the Office of Personnel Management (OPM) prior to beginning employment. You can find out if you have held one of these appointment types by looking at your Standard Form 50s in your Electronic Official Personnel Folder (eOPF), in Section 5 where the legal authorities are listed. If you have served or are currently serving, you must provide a copy of your SF-50, Notification of Personnel Action, documenting this appointment. In addition, you will be required to respond to the question in the assessment and certify your responses to the questionnaire. Political Appointees FAQ - OPM
  • Special Appointing Authorities: If you are applying to this announcement based a special eligibility, such as those for people with disabilities, veterans (or military spouses), or displaced employees under a career transition program, please pay careful attention to the Required Documents section for details on application requirements for each eligibility path, to include supporting document requirements.
All requirements must be met by the closing date of this announcement (11/12/2019); only education and experience gained by this date will be considered. You must continue to meet all requirements throughout the entire hiring process.

How You Will Be Evaluated

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

Once the job opportunity announcement closes (at 11:59 pm ET on 11/12/2019), a review of your resume and supporting documentation will be conducted, the information will be compared against your responses to the assessment questionnaire to determine your eligibility for Federal employment, and then whether you are qualified for this particular position.

If, after reviewing your resume and/or supporting documentation, a determination is made that you have inflated your responses when compared to your background information, you may be deemed ineligible, or your score may be adjusted to more accurately reflect your skills and abilities. Additionally, we will review your supporting documents and resume to determine if you are in the "Area of Consideration" for this vacancy. Government-Wide Merit Promotion vacancies may only accept applications from a limited audience, pay careful attention to the "Who May Apply" and the "Hiring Paths" information. Please follow all instructions carefully. Errors or omissions may affect your eligibility.

Basis of Rating: Merit Promotion Procedures for the Food and Drug Administration (FDA) will be used to rate and rank candidates. The category assignment is a measure of the degree in which your background matches the competencies required for this position. Qualified candidates will be ranked into one of two categories: Best Qualified or Qualified.

Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics). You need not respond to the KSA's separately, but your resume should contain sufficient information to demonstrate possession of these competencies.
  • Planning and Scheduling
  • Administrative Support
  • Office Automation
  • Oral Communication
  • Written Communication
  • To preview the application questionnaire, click the link below.
    https://apply.usastaffing.gov/ViewQuestionnaire/10639115


    Background checks and security clearance

    Security clearance
    Other

    Drug test required
    No

    Position sensitivity and risk
    Non-sensitive (NS)/Low Risk

    Trust determination process
    Credentialing

    Required Documents

    REQUIRED DOCUMENTS:
    • Resume

    Resume Requirements:
    • Resume Writing Tutorial
    • Resume Writing FAQ
    ACCEPTED DOCUMENTS:
    • DD-214/ Statement of Service
    • Disability Letter (Schedule A)
    • Disability Letter (VA)
    • Licensure, Certification, etc.
    • PCS Orders
    • Performance Appraisal
    • Resume
    • Separation Notice (RIF)
    • SF-15
    • SF-50/ Notification of Personnel Action
    • Transcript

    *Accepted documents may be required for some applicants depending on which eligibility options you're applying for, see the list below for details for each eligibility. If you need help submitting documentation, please see Applicant Help Site - Documents . If you are still unsure what documents might be required of you, please contact the FDA Applicant Help Desk before the announcement closes. For transcript submission requirements, see the Education section.

    Current and Former Federal Employees: To properly verify status eligibility and time-in-grade, your SF-50 must show your last promotion or grade/step increase, and ensure that your competitive status, tenure, SCD, and highest grade held are shown. If you do not submit an appropriate SF-50, we cannot verify your status eligibility and time-in-grade.
  • Full position title;
  • Appointment type;
  • Occupational series;
  • Pay plan, series, grade, and step;
  • Tenure code; and
  • Service Computation Date (SCD).
  • Please ensure your SF-50 includes the information above and it shows your last promotion or grade / step increase, and ensure that your competitive status, tenure, SCD, and highest grade held are shown. Please DO NOT submit an award SF-50 or General adjustment SF-50 . Learn more about the SF-50 on the USAJOBS SF-50 Help Page .

    Your performance appraisal should be from the most recent full performance year on file, and should show the signature and rating.

    Veterans & Military Spouses:
    You must submit a DD-214 form (Certificate of Release or Discharge) that has the dates of service and discharge status.
    • Active Duty Members: To claim status Under the VOW (Veterans Opportunity to Work) to hire Heroes Act of 2011, submit written documentation from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions not later than 120 days after the date the certification is submitted with your application package.
    • Parents of Deceased or Disabled Veterans: To claim status under Gold Star Fathers Act of 2015, you must submit a copy of the deceased or disabled veterans' DD Form 214, Certificate of Release or Discharge from the armed forces that has the dates of service and discharge status AND the SF-15, Application for 10-point Veterans' Preference. Please follow the instructions in the SF-15 on required documentation to be submitted.
    • Widow or Widower: To claim preference, you must submit a copy of the deceased or disabled veterans' DD Form 214, Certificate of Release or Discharge from the armed forces that has the dates of service and discharge status AND the SF-15, Application for 10-point Veterans' Preference. Please follow the instructions in the SF-15 on required documentation to be submitted.
    • Spouse of a Living Veteran: To claim preference, you must submit a copy of the veterans' DD Form 214, Certificate of Release or Discharge from the armed forces that has the dates of service and discharge status AND the SF-15, Application for 10-point Veterans' Preference, and Documentation of Veteran's Inability to Work Because of a Service-Connected Disability. Please follow the instructions in the SF-15 on required documentation to be submitted.
    See Feds Hire Vets or USAJOBS' Veterans page for more details.

    People with Disabilities (Schedule A):
    Individuals with intellectual disabilities, severe physical disabilities, or psychiatric disabilities, may apply for appointment through the Schedule A hiring authority. Certified verification of a disability from a licensed medical professional; a licensed vocational rehabilitation specialist; or any Federal, state, or District of Columbia agency or U.S. territory that issues or provides disability benefits will be required. Learn more on the USAJOBS Individuals with Disabilities Site .

    Displaced employees (CTAP/ICTAP):
    If you are a former Federal employee who was displaced due to a Reduction-in-Force (RIF) or surplused by some other means, please submit a copy of the separation letter or RIF notice from your agency. To be selected under I/CTAP, you must still be found well-qualified for this position. Learn more on the USAJOBS Career Transition Assistance Site .

    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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