Administrative Support Specialist

Employer
USAJobs
Location
Alexandria, Virginia
Posted
Oct 19, 2020
Closes
Oct 21, 2020
Hours
Full Time
Duties

Summary

This position is within Department of Defense (DoD), Office of Inspector General (OIG), Mission Support Team (MST), located in Alexandria, VA. The incumbent assists the Administrative Officer (AO) with performing management advisory services related to manpower, human resources, resources management, equipment management, space utilization, travel, security, budget, purchasing, and records management. Your typical work assignments may include the following:
Learn more about this agency

Responsibilities

  • Assisting the Administrative Officer in formulating, justifying, and executing the annual administrative budget for equipment, supplies, services, publications, training costs, and building renovations.
  • Serves as one of the Property Accountability Officers for accountable property; maintains required controls and records, conducts inventory, in accordance with applicable policy and regulations.
  • Maintains the calendars for the Deputy Chief of Staff. Schedules meetings, interviews, teleconferences, video teleconferences, and coordinates conference room reservations.
  • Assists the Administrative Officer with serving as liaison for human resources and manpower matters by maintaining a close working relationship with human resources specialists.


Travel Required

Occasional travel - You may be expected to travel for this position.

Supervisory status
No

Promotion Potential
11

Requirements

Conditions of Employment

  • U.S. citizenship.
  • Males born after 12/31/1959 must be registered for Selective Service.
  • Position has been designated as Noncritical Sensitive. Incumbent is required to obtain and maintain a Secret security clearance.
  • Incumbent is required to submit to urinalysis to screen for illegal drug use prior to appointment and is subject to random drug testing for the duration of service with DoD OIG.
  • Current DoD civilian employees are not required to submit to drug testing if moving from one Testing Designated Position (TDP) to another with no break in service, unless deemed appropriate on a case-by-case basis.
  • If you have not previously completed a probationary period with the Federal government in a similar position, you will be required to serve a two-year probationary period.
  • This job opportunity announcement may be used to fill additional vacancies within 90 calendar days of the initial issue date of the referral list.
  • Position(s) may be filled by displaced Department of Defense (DoD) employees through the Priority Placement Program.
  • All qualifications and time-in-grade requirements must be met by the closing date of this announcement.
  • Applicants who have held a non-temporary General Schedule (GS) position within the last 52 weeks must meet the time-in-grade restriction.
  • The incumbent must adhere to the DoD Standards of Conduct.


Qualifications

Applicants must demonstrate that they meet the specialized experience described below.

Specialized Experience

GS-9 Level:
A. You must have at least 52 weeks of specialized experience at the GS-7 level in the Federal service or at an equivalent level. Specialized experience is defined as: Utilizing administrative policies to provide technical and administrative support to office. Applying technical procedures related to budget, training, travel, property and supply. Preparing and reviewing correspondence, documents and reports to ensure the accuracy of grammar, format and compliance with relevant policies. Analyzing and verifying data and producing reports to perform budget, training, travel, time and attendance and other administrative tasks. Using MS Office and automated systems for budget, training, travel, time and attendance and other administrative tasks, and to preparing electronic mail, correspondence, and spreadsheets. Working with all levels of management and staff to coordinate work and provide information. OR

B. Have 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.
Have a combination of the specialized experience and education to meet the experience requirement.

GS-11 Level:
A. You must have at least 52 weeks of specialized experience at the GS-09 level in the Federal service or at an equivalent level. Specialized experience is defined as: Utilizing administrative policies to provide technical and administrative support to office. Applying technical procedures related to budget, training, travel, property and supply. Preparing and reviewing correspondence, documents and reports to ensure the accuracy of grammar, format and compliance with relevant policies. Analyzing and verifying data and producing reports to perform budget, training, travel, time and attendance and other administrative tasks. Using MS Office and automated systems for budget, training, travel, time and attendance and other administrative tasks, and to preparing electronic mail, correspondence, and spreadsheets. Working with all levels of management and staff to coordinate work and provide information. OR

B. 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.
Have a combination of the specialized experience and education to meet the experience requirement.

You must meet the minimum qualification requirements as stated in the Office of Personnel Management (OPM) Operating Manual, Qualification Standards for General Schedule Positions: http://www.opm.gov/qualifications/Standards/group-stds/gs-prof.asp .

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). Volunteer work helps build critical competencies, knowledge, and skills, and can provide valuable training and experience that translates to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

ARE YOU USING YOUR EDUCATION TO QUALIFY? You MUST provide unofficial transcripts or other documentation to support your educational claims. Unless otherwise stated: (1) unofficial transcripts are acceptable, or (2) you may submit a list with all of your courses, grades, semester, year, and credit for the course. All materials must be submitted by the closing date of the announcement.

Only experience and/or education obtained by the closing date of this announcement will be considered.

Education

PASS/FAIL COURSES: If more that 10 percent of your undergraduate course work (credit hours) were taken on a pass/fail basis, your claim of superior academic achievement must be based upon class standing or membership in an honor society.

GRADUATE EDUCATION: One academic year of graduate education is considered to be the number of credits hours your graduate school has determined to represent one academic year of full-time study. Such study may have been performed on a full-time or part-time basis. If you cannot obtain your graduate school's definition of one year of graduate study, 18 semester hours (or 27 quarter hours) should be considered as satisfying the requirement for one year of full-time graduate study.

FOREIGN EDUCATION: 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 specialized in interpretation of foreign education programs and such education has been deemed equivalent to that gained in an accredited U.S. education program; or full credit has been given for the courses at a U.S. accredited college or university. For further information, visit: http://www2.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html .

Accreditation: Only degrees from an accredited college or university recognized by the Department of Education are acceptable to meet positive education requirements or to substitute for experience. For additional information, please go to the Office of Personnel Management website at http://www.opm.gov/qualifications/ and U.S. Department of Education website at http://www2.ed.gov/admins/finaid/accred/index.html

Additional information

Working for DoD OIG offers a comprehensive benefits package that includes paid vacation, sick leave, holidays, life insurance, health benefits and participation in the Federal Employees Retirement System.

Military retirees seeking to enter civil service in the Department of Defense now require a waiver if they are within 180 days following their official date of retirement (5 United States Code 3326.)

If applicable, you may apply under the appropriate Special Appointment Authority and be considered for non-competitive appointments.
Please see link for definitions of the Special Appointment Authorities: http://www.opm.gov/hr_practitioners/lawsregulations/appointingauthorities/index.asp

Veterans' Employment Opportunities Act (VEOA): See Veterans Guide for definition. Submit a copy of your most recent DD-214 (member 4) showing length of active duty, character of service, and type of discharge.

Disabled Veterans: See Veterans Guide for definition. Submit a copy of your most recent DD-214 (member 4) showing length of active duty, character of service, and type of discharge, and a VA Certification Letter.

Veterans Recruitment Appointment (VRA): See Veterans Guide for definition. Submit a copy of your most recent DD-214 (member 4) showing length of active duty, character of service and type of discharge and, if needed, a VA Certification Letter. The VRA appointing authority can only be used for grades up to and including GS-11.

Military Spouse: Submit a copy of the spouse's PCS orders or VA certification of disability or death of service member, along with any other documentation proving eligibility such as a most recent SF-50, Notification of Personnel Action.

Priority Placement Program (PPP) Military Spouse Preference (MSP) eligible candidates will receive priority consideration at the full performance level only.

Family Members Eligible under Executive Order 12721: Submit a SF-50, Notification of Personnel Action, from the position and any other documentation proving eligibility.

Interchange Agreement: Submit a SF-50, Notification of Personnel Action, from the position and any other documentation proving eligibility.

Schedule A: Submit proof of disability in the form of written certification from a licensed medical professional, OR a licensed vocational rehabilitation specialist, OR any Federal agency, State agency, or agency of the District of Columbia or a U.S. territory that issues or provides disability benefits.

Reemployed Annuitants: DoD policy on employment of annuitants will be used in determining eligibility of annuitants. The DoD policy is available on http://www.dtic.mil/whs/directives/corres/pdf/1400.25-V300.pdf .

Interagency Career Transition Assistance Program (ICTAP): Applicants must be well-qualified, which is defined as meeting all of the minimum qualification standards and eligibility requirements as well as possessing skills that clearly exceed the minimum qualification requirements for the position established by the Best Qualified category definition.

Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.

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 .

How You Will Be Evaluated

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

Once the announcement has closed, a review of your resume and supporting documentation will be used to determine whether you meet the qualification requirement listed on this announcement. If you are minimally qualified, your resume and supporting documentation will be compared against your responses to the assessment questionnaire to determine your level of experience. If you rate yourself higher than is supported by your application package, you may be excluded from consideration for this position. If you are found to be among the best qualified candidates, you will be referred to the hiring official for employment consideration.

All qualified candidates will be evaluated on the following competencies:
  • Administration and Management
  • Budget
  • Communication
  • Creative Thinking
  • Interpersonal Skills
  • Organizational Awareness
  • Problem Solving
  • Regulatory Awareness


Preview the assessment questionnaire here: https://apply.usastaffing.gov/ViewQuestionnaire/10934760

Background checks and security clearance

Security clearance
Secret

Drug test required
Yes

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

Trust determination process
National security

Required Documents

Your complete application package includes:
  • Resume showing relevant experience (cover letter optional). Resume should include the following: where you worked, job title, series and grade, if applicable, duties and accomplishments, employer's name and address, supervisor's name and phone number, starting and end dates (Mo/Yr), hours per week and salary;
  • SF-50 - All current Federal employees must submit a copy of your most recent SF-50 , Notification of Personnel Action, if applicable, which documents current Salary and Competitive (#1 on block 34 of SF-50) position occupied. If the position currently occupied is Excepted Service (#2 on block 34 of SF-50), you must provide an SF-50 that provides proof that you've held a permanent position with career or career-conditional status, unless your Excepted Service appointment qualifies you for appointment through an interchange agreement or miscellaneous authority. If currently occupying an excepted service VRA, provide an SF-50 documenting your current Veterans Recruitment Appointment. NOTE : An award SF-50 (i.e. cash or time off award) that does not indicate grade or level (i.e. pay band) or tenure to determine your eligibility for this position will not be accepted. **Current DoD OIG employees ONLY: you do NOT need to submit a copy of your SF-50(s). Performance Appraisal - All current Federal employees must submit a copy of their most recent completed annual performance appraisal received within the past 18 months. The performance appraisal must include the final rating. If a completed performance appraisal does not exist, is incomplete or unavailable, you must submit an explanation as to why it is not available at the time of your application submission. Mid-year progress reviews will not be accepted. **Current DoD OIG employees ONLY: you do NOT need to submit a copy of your Performance Appraisal.
  • Veterans - You must submit a copy of your latest DD-214 Certificate of Release or Discharge from Active Duty (any copy that shows all dates of service, type of discharge as well as character of service [Honorable, General, etc.] is acceptable) If you have more than one DD-214 for multiple periods of active duty service, submit a copy for each period of service. - OR - If you are still on active duty, you must submit a written documentation (certification) from your branch of service certifying, rank, dates of active duty service, expected date of discharge and condition of discharge This document must be dated within 120 days from the closing date of this announcement
  • . *Retired/Retiring Veterans : Please be aware that there is a 180-Day Restriction on Department of Defense (DoD) Employment of Military Retirees. A retired member of the Armed Forces may not be appointed to a civilian position in DoD within 180 days after retirement unless: * The agency requests and is granted a waiver; *The position is authorized special pay under 5 U.S.C. 3505; or *A state of national emergency exists
  • Interagency Career Transition Assistance Program (ICTAP): Information about ICTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/ .
  • Military Spouse Preference (MSP) - Spousal Travel Orders/Permanent Change of Station(PCS) Orders, Marriage Certificate, and Military Spouse Preference Self Certification checklist
  • Any additional documentation that would provide proof of your eligibility category for which you are applying. Required documents are listed next to the eligibility category in the "Additional Information" section above.
Submission of a resume alone is NOT a complete application. This position may require the completion of additional form/s and/or supplemental materials. Failure to provide the required information and/or materials will result in your application not being considered for employment. All documentation must be received by the closing date of this announcement.

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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