Executive Assistant

Employer
USAJobs
Location
Washington, D.C
Posted
Nov 17, 2020
Closes
Nov 24, 2020
Function
Administrative
Hours
Full Time
Duties

Summary

The Office of Inspector General (OIG), works within the U. S. Department of Transportation (DOT) to prevent or stop waste, fraud and abuse in departmental programs. This position is located in the Office of Inspector General, Office of the Assistant Inspector General for Strategic Communications and Programs, Office of Organizational Development in Washington, DC.

This position is being concurrently announced under Delegated Examining Unit (DEU) procedures under announcement JS-50-2021-0003.

Learn more about this agency

Responsibilities

The incumbent provides executive assistance to the Principal Senior Executives in the Front Office and to all OIG
executives as needed. He/she must have knowledge of the overall mission, programs, policies, and procedures
for functions across OIG.

The incumbent also:
Acts as liaison in transmitting instructions and requests in both written and oral forms to individuals within
and outside of OIG. Independently follows up to make sure that all requested action is taken within the
appropriate time. Independently responds to questions from the staff and outsiders regarding various
sensitive topics based on personal knowledge and/or discussions with all senior leaders. Assists in the
preparation and coordination of reports and other materials for transmittal to senior staff of the OIG.
Incumbent responds to requests for information from the Principal Senior Executives in the Front Office and to
all OIG executives interested Federal, local and regional government agencies/offices and individuals as
required.

Provides the full range of administrative support services to the Principal Senior Executives in the Front Office
and to all OIG executives as needed. Duties include maintaining executive calendars, using specialized software
(MS Outlook); making and managing meeting requests and appointments; managing travel arrangements and
setting travel itineraries (E2), which include hotel accommodations within the United States and abroad.
Prepares travel authorizations and vouchers to assure conformance with the Federal Travel Regulations for all
of the staff assigned to the immediate office. Processes travel advances, issues transportation requests,
reimbursements, etc. Examines propriety of travel vouchers submitted for payment prior to submission for
payment.

Manages all meeting requests for the Principal Senior Executives in the Front Office and to all OIG executives as
needed. Appointments are scheduled based on a full understanding of the office priorities, work schedule,
importance of requests and priority of previously committed appointments.

The incumbent also handles all purchase card transactions (U.S. Bank system), training coordinator duties
(DOT LEARNS), and inventory management responsibilities.

Reviews all correspondence for proper format, spelling, and grammar, establishing and updating templates
for use by the OIG administrative and support staff of regular and routine memoranda, letters, etc. when
necessary. Manages the flow of all incoming and outgoing correspondence for the Principal Senior
Executives in the Front Office and to all OIG executives as needed. Independently prepares all routine
correspondence for the Principal Senior Executives i.e., thank-you letters, acknowledgements, general
information requests, etc.

The incumbent determines the nature and urgency of all subjects to be discussed and uses his/her knowledge
of programs and priorities to accept and/or decline meetings on behalf of the Principal Senior Executives in the
Front Office and to all OIG executives as needed. He/she serves as liaison to ensure the most expeditious and
effective handling of communications and problems; establishing priorities; shifting and/or refusing
appointments; and accepting and declining invitations to meetings and conferences. In coordinating
appointments, the incumbent also independently determines if attendance by subordinate staff is necessary
and coordinates such arrangements with other administrative support staff. Scheduling decisions are often
made independently without consulting Senior Executives, based on the incumbent's knowledge of the
organization, the work of the executives and their preferences.

Assists the Principal Senior Executives in the Front Office and all OIG executives as needed, by securing clerical
and administrative support necessary to ensure efficient workflow and operations of the senior leaders
throughout the organization. Provides guidance and instruction in all aspects of correspondence preparation.
Independently solves problems and addresses concerns of the clerical and administrative staff that does
not/should not require the attention of the Executives.

Completes special projects that are of importance to the executives. Independently handles critical issues that would
otherwise require the executives' immediate attention. Continuously updates the executives on issues that are of
special interest and prepares executive summaries of materials that enable the executives to remain fully
knowledgeable of key issues with minimal preparation time.

Performs all other duties as assigned to further the work and interest of the OIG. The incumbent serves as a
backup to the Executive Assistants as well as the Administrative Assistants on a regular basis and provides
coverage in the Office of the Secretary, when requested.

Travel Required

Occasional travel - Travel may be required.

Supervisory status
No

Promotion Potential
11

Requirements

Conditions of Employment

  • Submit application and resume online by 11:59 P.M. EST on the closing date
  • Must be a US citizen to qualify for this position


Qualifications

To meet the minimum qualifications for this position, you must meet the specialized experience requirements for the grade at which you are requesting consideration.

At the GS:09 level--one year of specialized experience equivalent to GS-7 in the Federal service OR OR, a Masters or equivalent graduate degree, OR two full years of progressively higher-level graduate education leading to such a degree, or LL.B or J.D., if related. OR a combination of graduate level education and appropriate experience that together meet the qualification requirements of this position. Specialized Experience includes experience applying administrative concepts, practices and procedures; and researching, analyzing and providing recommendations regarding new and improved administrative methods.

At the GS-11 level--one year of specialized experience equivalent to the GS-9 in the Federal Service OR, Ph.D. or equivalent doctoral degree, OR, three full years of progressively higher-level graduate education leading to such a degree or LL.M., if related. OR a combination of graduate level education and appropriate experience that together meet the qualification requirements of this position. Specialized Experience includes performing a wide range of administrative and coordination activities to support a Senior Executive, or the highest levels of authority in an office, coordinating, maintaining an electronic calendar, making travel reservations, scheduling meetings, receiving visitors, preparing travel authorizations and vouchers and following up on pending or required correspondence actions.

Applicants must meet all qualification requirements by the closing date of this announcement.

Education

Additional information

Candidates will be asked to fill out a Declaration for Federal Employment (Optional Form 306).

APPLICANTS MUST MEET QUALIFICATIONS AND TIME-IN- GRADE REQUIREMENTS BY THE CLOSING DATE OF THIS VACANCY ANNOUNCEMENT.

Applications will not be accepted from non-status candidates. Non-status candidates are those individuals who do not have competitive status (e.g., reinstatement eligibility, transfer eligibility from another government agency, etc.) Except for disabled individuals, non-status candidates must be in the area of consideration. Competitive status is not required if applicant is a disabled individual who may be eligible for appointment under a special Schedule A appointing authority in the excepted service. Applicants who meet this provision may apply even if they are outside the area of consideration.

Candidates eligible for reinstatement must submit an SF-50, Notification of Personnel Action, from their last appointment. All status candidates must submit a copy of their most recent SF-50, and/or a copy of the last SF-50 that indicates they have competitive status.

THIS ANNOUNCEMENT MAY BE USED TO FILL ADDITIONAL LIKE VACANCIES IN THE ANNOUNCED DUTY LOCATION.

Any male applicant who was born after December 31, 1959, and who is subsequently selected for this position must certify that he is registered for the military selective service by the date he is to enter on duty. False certification may result in termination after appointment.

Relocation Expenses will not be paid.

If selected for this position, you will be subject to favorable adjudication of an employment suitability determination.

Best qualified candidates will be responsible for arranging and paying for their own travel expenses in conjunction with any required interviews, unless they are already employed by the Office of Inspector General at the U. S. Department of Transportation.

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 AGENCY. THE DECISION ON GRANTING REASONABLE ACCOMMODATIONS WILL BE ON A CASE-BY-CASE BASIS. ALL APPLICANTS WILL RECEIVE CONSIDERATION REGARDLESS OF RACE, COLOR, RELIGION, GENDER, SEXUAL ORIENTATION, NATIONAL ORIGIN, AGE, POLITICAL AFFILIATION, UNION AFFILIATION OR NON AFFILIATION, MARITAL STATUS, NON- DISQUALIFYING PHYSICAL HANDICAP, OR ANY OTHER NON-MERIT REASON. THE OFFICE OF INSPECTOR GENERAL (OIG), U.S. DEPARTMENT OF TRANSPORTATION (DOT) IS AN EQUAL OPPORTUNITY EMPLOYER.

It is the policy of the Government not to deny employment simply because an individual has been unemployed or to find an individual unqualified, unsuitable, or unfit for employment based upon financial difficulties that have arisen through no fault of the individual. Information about an individual's employment experience should be used only to determine the person's qualifications and to assess his or her relative level of knowledge, skills, and abilities. Although an individual's personal conduct may be relevant in any employment decision, including conduct during periods of unemployment or evidence of dishonesty in handling financial matters, financial difficulty that has arisen through no fault of the individual will generally not itself be the basis of unfavorable suitability or fitness determination.

How You Will Be Evaluated

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

Applicants will be rated on the extent and quality of experience, education, and training relevant to the duties of the position. Applicants who meet the qualification requirements will be further evaluated on their responses to the on-line announcement questions. Eligible applicants will receive a numerical rating based on their responses to the application questions for this position submitted on-line via WWW.USAJOBS.GOV. These responses must be substantiated by your on-line resume. Applicants who do not respond to the application questions may be rated ineligible.
To preview questions please click here .

Background checks and security clearance

Security clearance
Not Required

Drug test required
No

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

Trust determination process
Suitability/Fitness

Required Documents

TRANSCRIPTS - You MUST provide transcripts to support your educational claims. Unofficial transcripts are acceptable..

Resume:
    • Your resume must support the specialized experience described in this announcement.
    • If your resume includes a photograph or other inappropriate material or content, it will not be used to make eligibility and qualification determinations and you may not be considered for this vacancy.
    • For qualifications determinations your resume must contain hours worked per week and the dates of employment (i.e., HRS per week and month/year to month/year or month/year to present). If your resume does not contain this information, your application may be marked as incomplete and you may not receive consideration for this position.
    • For additional information see:
      • What to include in your resume
      • Resume Writing

FEDERAL APPLICANTS: For consideration as a federal employee, you must submit a SF-50 that verifies your highest competitive grade, full performance level, and eligibility as a federal applicant. DO NOT submit an award SF-50 as these often do not verify grade or eligibility. For consideration for a promotion, Box 4 of the SF-50 must show a date that is at least 52 weeks prior to the job announcement closing. We recommend submitting your last promotion SF-50, current SF-50 or within-grade increase SF-50. Pay adjustment raise SF-50s for the current year will not support the 52 weeks' time-in-grade requirements. https://www.usajobs.gov/Help/working-in-government/service/SF-50/

Merit Promotion - All current Federal employees must submit a recent Notification of Personnel Action (SF-50) documenting proof of competitive status, tenure, current grade level and full performance level of the position held. All reinstatement eligibles/former Federal employees must submit a SF-50 documenting proof of competitive status, tenure, grade level and full performance level of the position.

Non-competitive eligibles - must submit proof of eligibility (i.e., SF-50 documenting the full performance level of a position held on a permanent basis).

SCHEDULE A - To receive consideration for Schedule A appointment, you must submit your certification from a State Vocational Rehabilitation Office or the Department of Veterans Affairs that you are likely to succeed in the performance of the position.

CTAP/ICTAP - If you are eligible under the Career Transition Assistance Program (CTAP) or the Interagency Career Transition Assistance Program (ICTAP), a copy of your certificate of surplus status, certificate of expected separation, or a specific Reduction-in-Force notice establishing your eligibility under CTAP/ICTAP. CTAP/ICTAP candidates must meet all qualification requirements for the vacant position to include any selective factors; meet the definition of best qualified (GOLD Category); and be able to satisfactorily perform the duties of the position upon entry.
Supporting documents may either be uploaded or faxed to 571-258-4052. The requested information MUST be received by fax within 48 hours prior to the closing date of the vacancy announcement (not including Saturdays, Sundays or government holidays). The requested information MUST be received by fax within 48 hours prior to the closing date of the vacancy announcement (not including Saturdays, Sundays or government holidays).

NOTE: Applicants who fail to submit all the required documentation listed above, in addition to their resumes, will be considered ineligible for further consideration for this announcement.

Please ensure that your resume and application provide enough detail to support your answers to the Vacancy Specific Questions. If you fail to submit a COMPLETE on-line resume, you WILL NOT be considered for this position. Please make sure that the experience/education as described on your resume contains accurate and sufficient information that clearly supports your responses to all of the questions for this position. If you exaggerate or falsify your experience, education and/or your responses to questions, your ratings are subject to change or you may be removed from employment consideration.

PLEASE DO NOT INCLUDE A PHOTO OF YOURSELF IN YOUR RESUME OR OTHER SUPPORTING DOCUMENTATION. FAILURE TO COMPLY MAY RESULT IN YOUR APPLICATION REMOVED FROM CONSIDERATION

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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