Administrative Program Specialist

Washington, D.C
Sep 26, 2020
Oct 04, 2020
Full Time


This position serves as a FEC Suitability/Fitness Specialist, coordinating the Personnel Security Program and performing the full range of duties and assignments for the HSPD-12/Suitability Adjudication and Re-Investigations Program. Success of these programs are an integral part of the FEC personnel and physical security systems. This position coordinates records management and provides administrative support for Office of Human Resources and leadership.

Learn more about this agency


As the Administrative Program Specialist in this position, you will:
  • Coordinate and maintain an effective systematic internal personnel suitability/fitness program.
  • Review investigations and referrals containing suitability and fitness issues to determine if the individual's character and conduct meet the requirements for federal service or warrant an unfavorable suitability or fitness action.
  • Review and evaluate cases involving potential suitability or fitness disqualification based on qualification fraud, including, but not limited to, education claims related to non-accredited institutions and diploma mills.
  • Conduct periodic audits of existing records to ensure they are being maintained in accordance with federal rules.
  • Manage and maintain the administrative functions for the office to include but not limited to calendar, time and attendance, supplies, intake of telephone calls, planning and coordinating meeting requests, and assisting with onboarding, collaborating with HR specialists.
  • Provide administrative support for the Office of the Staff Director, Office of the Deputy Staff Director for Management and Administration, and the Office of Human Resources, including scheduling, managing calendars, reviewing documents, and managing training and travel authorizations.

Travel Required

Not required

Supervisory status

Promotion Potential


Conditions of Employment

  • You must be a U.S. citizen or national.
  • You must be able to pass a background investigation.
  • Males born after 12/31/1959 must be registered or exempt from Selective Service (see Legal and regulatory guidance below).
  • You may be required to serve a 2 year probationary period.
  • Direct Deposit of Pay is required.
  • You must meet eligibility and qualification requirements within 30 days of the closing date of this announcement.
  • Candidates must meet time-in-grade requirements (52 weeks at the next lower grade).
  • This position requires the incumbent to be able to obtain and maintain a Secret clearance. Access to classified information is required for suitability investigations.
  • This is a non-bargaining unit position.


In order to qualify, you must meet the experience requirements described below. Your resume must clearly describe your relevant experience.

Have one full year of specialized experience demonstrating administrative support in suitability and background checks. This must include activities such as: (1) coordinating and maintaining an effective systematic internal personnel suitability/fitness program; (2) organizing and reviewing results of security and suitability investigations of FEC applicants and personnel in connection with employment or continued employment; (3) initiating background investigations for all new hires, contractors, and employees requiring a higher level clearance through Electronic Questionnaires for Investigations Processing (e-QIP); (4) managing and maintaining the administrative functions for the office to include but not limited to calendar, time and attendance, supplies, intake of telephone calls, planning and coordinating meeting requests, and assisting with onboarding, and collaborating with internal staff; and (5) providing a high level of customer service with agency employees, including senior management and Commissioners (presidential appointees). Note: This experience must be comparable in scope and responsibility to the GS-11 grade level in the Federal service (obtained either in private or public sectors).

In addition, you must provide a cover letter describing your experience with the competencies identified below:

Fitness and Personnel Security-Technical knowledge of the process for making fitness and security determinations, including issuing PIV cards, fingerprinting, background investigations, and adjudications; requesting and processing information from applicants, coordinating with other government entities, making recommendations, and documenting and communicating determinations.

Confidentiality- Regularly handles sensitive information or information of a highly personal nature; demonstrates trustworthiness and discretion in handling confidential information; is able to collaborate with individuals across the organization without regard to said knowledge and information.

Records Management -Knowledge of the principles, procedures, and records management life cycle from the time of document creation to final disposition.

Administration-Plan and organize work, sets priorities, determines resource requirements; evaluates programmatic gaps and identifies strategies to overcome them; sets goals; coordinates with other parts of the organization to accomplish goals; monitors progress and evaluates outcomes.

Communication-Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral presentations; drafts written reports and memos to internal and external stakeholders; listens to others, attends to nonverbal cues, and responds appropriately.

Customer Service- Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website .

Part-time or unpaid experience: Credit will be given for appropriate unpaid and or part-time work. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

Volunteer work experience: Refers to paid and unpaid experience, including volunteer work done through National Service Programs (i.e., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student and social). Volunteer work helps build critical competencies, knowledge and skills that can provide valuable training and experience that translates directly to paid employment.You will receive credit for all qualifying experience, including volunteer experience.


There is no education substitution.

Additional information

FEC offers competitive salaries and an attractive benefits package, including: health, dental, vision, life, and long-term care insurance; retirement plan; Thrift Savings Plan [similar to a 401(k)]; Flexible Spending Account; Employee Assistance Program; personal leave days; and paid federal holidays. Other benefits may include: flexible work schedules; telework; or transportation subsidies.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .

Additional selections may be made from this announcement.

How You Will Be Evaluated

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

Once the announcement closes, we will conduct a review of your application package to verify your eligibility and qualifications. If you are found qualified, your application will move forward to additional phases of the review process which will determine the best qualified candidates. Please follow all instructions carefully. Errors or omissions may affect your eligibility.

You will be evaluated on the following competencies:

  • Administration
  • Communication
  • Confidentiality
  • Customer Service
  • Fitness and Personnel Security
  • Records Management

Background checks and security clearance

Security clearance

Drug test required

Position sensitivity and risk
Noncritical-Sensitive (NCS)/Moderate Risk

Trust determination process

Required Documents

To apply for this position, you must provide a complete Application Package which includes:
  • Your Resume listing hours worked per week, dates of employment (month/year) and duties performed for each position held.
  • Cover Letter which addresses the competencies identified in the Qualifications section above. Please limit your cover letter to 2 pages.
  • Performance Appraisal of your most recent, signed, completed annual performance appraisal which includes the final rating.
  • SF-50 Notification of Personnel Action showing you hold a career/career-conditional appointment at FEC and the highest grade or promotion potential held.

  • 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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