Administrative Officer ((Assoc. Exec. Director for Admin. Operations)

Employer
USAJobs
Location
Washington, D.C
Posted
Oct 15, 2020
Closes
Oct 22, 2020
Hours
Full Time
Duties

Summary

This position is located in the Office of Inspector General (OIG), which has statutory oversight responsibility over the U.S. Department of State (Department) and the U.S. Agency for Global Media (USAGM). OIG responsibilities include conducting and reporting on inspections, investigations, audits, evaluations and reviews involving all overseas and domestic Department and USAGM organizations.

Learn more about this agency

Responsibilities

Incumbent serves as the Associate Executive Director for Administrative Operations, a major division within the OIG Office of the Executive Director. The incumbent serves as the institutional memory/continuity factor relative to domestic and overseas administrative programs and issues. In this vein, the incumbent serves as the principal advisor to the Executive Director and Deputy Executive Director, and other senior OIG key management officials regarding such issues as financial support, management analysis, support, building and space requirements, acquisition of equipment and furnishings, contracting for services, transportation support, management of records and paperwork, office physical and personnel security. The incumbent analyzes and evaluates, on a quantitative and qualitative basis, the effectiveness of subordinate programs in meeting established goals and objectives. Additionally, the incumbent ensures that subordinate programs track with OIG short and long-range objectives.

Communicates with colleagues, agency management and other contacts outside the agency to gather and analyze information pertinent to OIG processes and programs. The incumbent is the primary author of reports, action memoranda and other documents necessary to effect recommendations for changes in management projects, programs, policies and activities. Incumbent also oversees a variety of administrative support services to facilitate daily operations.

Develops policies for issuance by the Inspector General relative to management of organizations, distribution of functions and administration of management systems and procedures. Also develops policies relative to procurement, use and disposition of office equipment, space, furniture, supplies; property accountability (inventory), parking program, and records management.

Directs the development of logical and physical system designs, transition plans, acquisition strategies and implementation plans for a system that meets the needs of OIG's policy on risk management so as to provide the services expected.

Provides direct supervision to Administrative Support Specialists, Administrative Support contractors, the Bureau Security Officer, and the Senior Procurement Specialist. As such, assigns and reviews work, approves leave, makes recommendations regarding awards, promotions and within grade increases, and completes performance appraisals. Makes workload determinations, prepares justifications, and develops recommendations for long-range planning, workforce planning, and budget submission.

Conducts management improvement studies. Analyzes management techniques, processes and styles for improving organizational effectiveness. Analyses OIG programs, functions and processes to determine whether the management systems in current use efficiently accomplish objectives sought, and whether they provide controls necessary for sound management. Various analytical techniques are used, many of a complex nature. Plans, directs and conducts analyses, program evaluations and special studies to improve OIG support operations; provides expert technical advice and guidance on all support services operations; provides recommendations on administrative programs, including such matters as adjustment of objectives and redefinition of policies and procedures, the desirability of changes in organizational structure and delegations of authority and the specific changes needed; advises on approaches appropriate to fulfill OIG administrative management needs and represents the OIG in departmental and interagency activities relative to administrative matters.

Manages a system of internal controls and property management to ensure that resources are safeguarded, obligations and costs incurred comply with applicable laws and regulations, and those revenues and expenditures pertaining to operations are promptly recorded and accounted for in accordance with applicable Department of State procedures.

Travel Required

Occasional travel - Occasional travel may be required to domestic and overseas posts.

Supervisory status
Yes

Promotion Potential
15 - No known promotion potential.

Requirements

Conditions of Employment

  • New supervisors must successfully complete a 1 year probationary period.
  • Must be able to obtain and maintain a Top Secret security clearance.
  • Statement of Employment & Financial Interest required prior to appointment.
  • This is a supervisory position.
  • U.S. Citizenship is required.

Applicants must meet all the required qualification requirements, including education, and any selective placement factors described below by the closing date of this announcement. Education may only be substituted in accordance with the Office of Personnel Management (OPM) Qualification Standards Handbook. Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order to be credited towards qualifications.

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.

NOTE: Applicants must meet time-in-grade and time after competitive appointment requirements, by the closing date of this announcement.

Qualifications

Applicants must have 1 year of specialized experience equivalent to the GS-14 level in the Federal service which provided the applicant with the particular knowledge, skills and abilities to perform the duties of the position.

Qualifying specialized experience must demonstrate the following:

--Experience in supervising and directing a subordinate staff who provides support in areas of procurement, contracting, administrative support services, and physical and personnel security, property accountability, and records management.

--Experience in conducting management improvement studies, and performing analysis of programs, functions and processes in order to determine their effectiveness.

--Experience in developing policies relative to management of the programs directed.

--Experience in serving as the primary expert in the development and negotiation of contracting and procurement matters, including the formulation, execution and post-award administration of multi-year automated systems, specialized support services, consulting services and operating equipment contracts.

--Experience in providing advice and assistance to senior management on long-range administrative and management planning.

There is no substitute of education for specialized experience for the GS-15 position.

In addition, applicant's experience must also demonstrate that the candidate possesses the following qualities:
  • Ability to assign, review, and supervise the work of others;
  • Objectivity and fairness in judging people on their ability, and situations on the facts and circumstances;
  • Ability to adjust to change, work pressures, or difficult situations without undue stress;
  • Willingness to consider new ideas or divergent points of view; and
  • Capacity to "see the job through."


Education

Additional information

SOCIAL SECURITY NUMBER - Your Social Security Number is requested under the authority of Executive Order 9397 to uniquely identify your records from those of other applicants who may have the same name. As allowed by law or Presidential directive, your Social Security Number is used to seek information about you from employers, schools, banks, and others who may know you.

REASONABLE ACCOMMODATION - This agency provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Office of Employee Relations, Disability/Reasonable Accommodations Division, at (202) 261-8163 or reasonableaccommodations@state.gov. The decision on granting reasonable accommodation will be on a case-by-case basis.

EQUAL EMPLOYMENT OPPORTUNITY: The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

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:

--Ability to analyze and evaluate programs on a quantitative and qualitative basis to ensure the effectiveness of programs directed.

--Skill in communicating and negotiating at senior levels in order to gather and analyze information pertinent to programs and program processes and to represent OIG in negotiation meetings.

--Skill in developing and writing reports, action memoranda and other documents necessary to effect recommendations for changes in projects, programs, policies, and activities.

--Knowledge of programs directed, such as contracting and procurement, and facilities management.

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 must 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 special priority.

Applicants must meet all the qualification requirements and submit any required supporting documentation by the closing date of this job opportunity. 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.

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