Support Services Specialist

Employer
USAJobs
Location
Washington, D.C
Posted
Oct 14, 2020
Closes
Oct 21, 2020
Hours
Full Time
Duties

Summary

This position is located in the Office of the Inspector General (OIG), Office of the Executive Director (EX), Administrative Operations. The Executive Office has primary responsibility for all management support functions provided to the OIG and serves as the primary external and internal liaison for the Department on all OIG administrative matters.

Learn more about this agency

Responsibilities

The incumbent in this position provides support services for the OIG, included, but not limited to facility, space, property, inventory, fleet and generalized support service management, procurement, acquisitions, document control, and general administration support. This position reports to the Administrative Officer/Support Services Supervisor.

Incumbent serves as the technical representative for OIG with both internal and external non-governmental and governmental departmental office on support services and facility maintenance matters providing expert assistance, monitoring information and trends in associated areas.

Incumbent serves as the agency Space and Facility Management Officer. Duties to include: policy development, planning and supervision of all details of office moves within the Bureau, including drawing up space layout plans planning of all phases of employee and equipment relocation, space alterations, telephone design and installation, and furnishings and specialized equipment, and working with personnel in the move to plan and implement all other details to include: electricity, computer access, packing om, supervising laborers, and the deinstall and reinstallation of all furniture and office equipment and paraphernalia.

Incumbent serves as OIG's technical expert and Property Management Officer (PMO) on logistics and property accountability management matters.

Incumbent assist the planning, directing, coordination and oversight of the operation, maintenance, repair and replacement of a fleet of motor vehicles to include the planning and coordination of vehicle rotation program by reviewing utilization patterns, then scheduling and rotating vehicle usage to achieve maximum efficiency and economy among remote sites and field offices. In addition. identifies the need to dispose of vehicles and coordinates disposal action.

Incumbent assist the Support Services Supervisor in the coordination of OIG conference and event facilitation for external and internal program offices in the facilitation and execution of OIG conference, meetings and similar activities both on and offsite. Responsibilities include but are not be limited to setting up pre-conference meeting with program staff, logistics, and AO staff; conference room configuration, ordering supplies and catering; preparation of name badges, tents, and door signs; requesting a court reporter; providing list of attendees to security desk; food and beverage set up and replenish; registration desk oversight; report conference center use to accounting; maintain lists such as neighborhood services/food establishments; timely processing of vendor invoices; review of invoices for trending and consumption; maintenance of policy and procedures; communication with Information Technology staff for AO needs and testing.

Incumbent assist the Administrative Officer/Support Services Supervisor in the day-to-day oversight of the OIG conference room operations including maintenance and upkeep of equipment and space. Responsibilities include but are not be limited to oversight of the SharePoint meeting calendar to include reservations and scheduling. Setting up pre-conference meeting with program staff, logistics, and AO staff, conference room set-up and breakdown, conference room clean-up at breaks and the conclusion of the meeting, ln addition to, identifying alternate external meeting venues for use when there are competing meetings or large capacity meetings are being held;

Works with the Administrative Officer/Support Services Supervisor to obtain budget estimates for anticipated needs in the general services area throughout OIG Bureau, including regular purchases and replaeemen1 of furniture and equipment, and in the preparation of justifications for these estimates for use in the annual Bureau financial plan. Maintains records/contracts of commercial vendors and supplies in order to coordinate deliveries and servicing of office supplies and equipment. Ensures receipt of services and equipment to allow for payment of vendors.

As necessary the incumbent will assist with day to day security operations such as changing safe combination, security emergencies, administrative functions, etc., are abided by. Also ensures other safety features such as fire extinguishers are current.

Performs all other similar/related duties and responsibilities as may be assigned

Travel Required

Not required

Supervisory status
No

Promotion Potential
13

Requirements

Conditions of Employment

  • Incumbent will be subject to random drug testing.
  • Verification of employment eligibility in the United States is required.
  • One year probationary period, unless excepted by regulation.
  • Must be able to obtain and maintain a Top Secret security clearance.
  • U.S. Citizenship is required.


Qualifications

Applicants must meet all the required qualification requirements, including education, and any selective placement factors described below by the closing date of this announcement. If you are qualifying based on education OR if there are mandatory education requirements listed below, you MUST submit a copy of your college transcript with your application. NOTE: Applicants must meet time-in-grade and time after competitive appointment requirements, by the closing date of this announcement. Time-In-Grade Requirements: Federal applicants must have served 52 weeks at the next lower grade to satisfy time-in-grade restrictions, per 5CFR 300, Subpart F.

Applicants for the GS-12 grade must have 1 year of specialized experience equivalent to the GS-11 level in the Federal service which provided you with knowledge of the methods and procedures for providing or performing a variety of functions and services applicable to the position to be filled; ability to plan, organize, and control work involving diverse activities; ability to gain cooperation and coordinate the work of others; and skill in oral and written communication.

Examples of qualifying specialized experience include:
  • Management analyst or technician or other work that included study, analysis, or evaluation leading to the development or improvement of managerial or administrative policies, practices, and procedures.
  • Administrative officer or assistant, budget administration, program analysis, or other work that demonstrated knowledge of an organization and its functions, and the ways in which support services can facilitate the work of the organization.
  • Office management experience that included responsibility for directing a variety of support services such as typing, mail processing, purchase of supplies and equipment, etc.
  • Secretarial work that required monitoring and coordinating administrative and processing work of subordinate elements through a system of internal procedures, controls, production, progress reporting, etc., to insure the efficient operation of an organization.
  • Military experience that included responsibility for directing a variety of support functions such as communications, property management, mail service, facilities and equipment maintenance, etc.

In addition, qualifying specialized experience must demonstrate the following:

Experience in applying the Department of State mission, organization and duties. Knowledge of State, GSA, 0MB and other agency laws and regulations pertinent to Federal support services.

Experience in support services areas of importance to the OIG, as prescribed by the Administrative Officer. This includes, but is not limited to, travel, property management, space alterations and relocations, purchasing, contracts, offset printing requests. interagency billings, telephone changes, document and physical security, and records maintenance. The incumbent must be able to apply this knowledge to the design, planning, and implementation of a wide variety of difficult and inter-related projects.

There is no substitute of education for specialized experience for the GS-12 position.

Applicants for the GS-13 grade must have 1 year of specialized experience equivalent to the GS-12 level in the Federal service which provided you with knowledge of the methods and procedures for providing or performing a variety of functions and services applicable to the position to be filled; ability to plan, organize, and control work involving diverse activities; ability to gain cooperation and coordinate the work of others; and skill in oral and written communication.

Examples of qualifying specialized experience include:
  • Management analyst or technician or other work that included study, analysis, or evaluation leading to the development or improvement of managerial or administrative policies, practices, and procedures.
  • Administrative officer or assistant, budget administration, program analysis, or other work that demonstrated knowledge of an organization and its functions, and the ways in which support services can facilitate the work of the organization.
  • Office management experience that included responsibility for directing a variety of support services such as typing, mail processing, purchase of supplies and equipment, etc.
  • Secretarial work that required monitoring and coordinating administrative and processing work of subordinate elements through a system of internal procedures, controls, production, progress reporting, etc., to insure the efficient operation of an organization.
  • Military experience that included responsibility for directing a variety of support functions such as communications, property management, mail service, facilities and equipment maintenance, etc.

In addition, qualifying specialized experience must demonstrate the following:

Experience in applying the basic and fundamental objectives and established policies of the Office of Inspector General.

Experience in applying the Department of State mission, organization and duties. Knowledge of State, GSA, 0MB and other agency laws and regulations pertinent to Federal support services.

Experience in support services areas of importance to the OIG, as prescribed by the Administrative Officer. This includes, but is not limited to, travel, property management, space alterations and relocations, purchasing, contracts, offset printing requests. interagency billings, telephone changes, document and physical security, and records maintenance. The incumbent must be able to apply this knowledge to the design, planning, and implementation of a wide variety of difficult and inter-related projects.

There is no substitute of education for specialized experience for the GS-13 position.

Education

See the qualifications section of this vacancy announcement for education requirements, if applicable.Education completed in foreign colleges or universities may be used to meet the education requirements if you can show that the foreign education is comparable to that received in an accredited educational institution in the United States. It is your responsibility to provide such evidence when applying. Click on the link for a list of accredited organizations recognized as specializing in interpretation of foreign education credentials.

Additional information

EMPLOYMENT ELIGIBILITY VERIFICATION PROGRAM (E-Verify) - U.S. law requires organizations to employ only individuals who may legally work in the United States - either U.S. citizens, or foreign citizens who have the necessary authorization. This agency utilizes E-Verify to compare information from the Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security (DHS) and Social Security Administration (SSA) records to confirm employment eligibility. If the employee's information does not match DHS and/or SSA records, the employee is given an opportunity to resolve the problem. If eligibility cannot be verified, employment will be terminated.

For reasonable accommodation at the U.S. Department of State, please contact the Office of Accessibility and Accommodations at (202) 663-3474 or ReasonableAccommodations@state.gov .

If eligible, applicants to this announcement may be referred to other positions in other Bureaus/Offices in the Department.

How You Will Be Evaluated

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

Your qualifications will be evaluated on the following knowledge, skills, abilities (KSAs) and other characteristics that are relevant to the duties of this position and must be fully supported by information in your resume:

Knowledge of the basic and fundamental objectives and established policies of the Office of Inspector General.

Knowledge of the Department of State mission, organization and duties. Knowledge of State, GSA, 0MB and other agency laws and regulations pertinent to Federal support services.

Knowledge of support services areas of importance to the OIG, as prescribed by the Administrative Officer. This includes, but is not limited to, travel, property management, space alterations and relocations, purchasing, contracts, offset printing requests. interagency billings, telephone changes, document and physical security, and records maintenance. The incumbent must be able to apply this knowledge to the design, planning, and implementation of a wide variety of difficult and inter-related projects.

Your resume serves as the basis for qualification determinations and must highlight your most relevant and significant work experience and education (if applicable) as it relates to this job opportunity. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Your resume should include the dates of all qualifying experience (from month/year to month/year) and the number of hours worked/volunteered per week. For assistance with creating a resume, please click here .

Qualified candidates are assigned a score between 70 and 100. Agency Career Transition Assistance Program (CTAP) or Interagency Career Transition Assistance Program (ICTAP) candidates must be rated "Well Qualified" for the position and earn a score of at least 85 (when applicants are rated in a range of 70 to 100) to receive consideration for selection priority. If, after reviewing your resume and self-assessment questionnaire responses and a determination is made that you have inflated your qualifications and/or experience, a score will be manually determined that reflects your documented experience. This may result in a lower score, which may also eliminate you from consideration for this position.

Applicants must meet all the qualification requirements and submit any required supporting documentation by the closing date of this job opportunity. Your application package must contain sufficient information to make a valid determination that you fully meet the basic/specialized experience requirements as stated in this job opportunity announcement for each grade level(s) for which you are applying. Applicants found to be among the top qualified candidates will be referred to the hiring official for further consideration and possible interview.

To preview questions please click here .

Background checks and security clearance

Security clearance
Top Secret

Drug test required
No

Required Documents

All required documents listed below, that are applicable to you, must be submitted to our automated system "Gateway to State" by 11:59 p.m. Eastern Time (ET) on the closing date of this announcement.

1. Resume - your resume or any other written format you choose should contain the required information as specified in the "How You Will Be Evaluated" section. Insufficient information will result in an ineligible rating.

2. A completed online job specific self-assessment questionnaire through the Department's automated system "Gateway to State".

3. Transcripts - if applicable, see the Qualifications section of the announcement. If selected, an official/sealed college transcript(s) will be required to verify education prior to employment.

4. If you are qualifying based on other criteria listed under the Qualification Section of this announcement, you must submit the required supporting documentation (certificates, certifications, etc.) with your application by the closing date.

5. Performance Appraisal - All current Federal employees and reinstatement eligible applicants must submit a copy of your most recent completed annual performance appraisal that includes the final rating. If a performance appraisal does not exist, is incomplete or unavailable, a Form DS-1812 (Applicant Appraisal) or equivalent form from another agency signed by the current supervisor is acceptable. Mid-year progress reviews will not be accepted.

6. Current, former, and non-competitive Federal employees must submit SF-50s (Notification of Personnel Action) that show: effective date, position title, series, grade, salary, tenure, position occupied, full promotion potential, and name of agency. Examples include promotion & within-grade increase actions. Award SF-50s often do not show this information. Multiple SF-50s may be needed to show all information.

7. Veterans who are preference eligibles OR who have been separated from the Armed Forces under honorable conditions (honorable or general discharge) after 3 or more years of continuous active service may apply under the Veterans Employment Opportunities act (VEOA). You must submit a DD-214 Certificate of Release or Discharge from Active Duty (Member Copy 4 is preferable) showing the dates you served as well as your type of discharge and qualifying service campaign medals OR if you are still on active duty, you MUST submit a certification on letterhead from your military branch which contains your military service dates, expected date of discharge or release, and the character of service to show that your military service was performed under honorable conditions. The expected date of discharge or release must be no later than 120 days after the certification is submitted for consideration for this job announcement.

Current Federal employees applying under the Veterans Employment Opportunities Act (VEOA) must submit a qualifying SF-50 to show you meet time-in-grade requirements.

If you are applying as a preference eligible with a compensable service-connected disability of 30% or more, in addition to the DD-214 or certification, you must also submit a current version of the SF-15 (Application for 10-Point Veteran Preference), dated October 2013, and the required supporting documents listed on that form. Previous editions of the SF-15 will not be accepted. For more information on veterans' preference, click here . To gain access to your DD-214 online, please visit: http://www.archives.gov/veterans/military-service-records/get-service-records.html.

For more information on Veteran Authorities, consult the Vet Guide .

8. CTAP/ICTAP eligibles must submit a copy of the appropriate documentation with their application. See links below:

ICTAP Considerations
CTAP Considerations

9. If you are applying under a special hiring authority you MUST submit proof of eligibility with your application. For information related to special hiring authorities for severely disabled persons visit: http://www.opm.gov/disability/PeopleWithDisabilities.asp

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.

Similar jobs