Executive Assistant

Employer
USAJobs
Location
Washington, D.C
Posted
Feb 19, 2021
Closes
Feb 25, 2021
Function
Administrative
Hours
Full Time
Duties

Summary

This position is located in the Department of Labor (DOL), Employment and Training Administration (ETA), Office of the Assistant Secretary for Employment and Training (OASET). The incumbent serves as an Executive Assistant and advisor to the Assistant Secretary and OASET executive staff, performing a variety of administrative and technical support functions.

* Telework is at the agency discretion *

** THIS POSITION IS OUTSIDE THE BARGAINING UNIT **

Learn more about this agency

Responsibilities

The duties of this position include but not limited to the following:

Provides information, advice, and assistance to the executive staff on a wide variety of management and administrative projects, policies, issues, and initiatives that support accomplishment of the Agency's mission. Analyzes organizational issues, goals, and initiatives. Identifies existing or potential problem areas and initiates corrective action or preventative measure; and makes recommendations to agency head and executive staff with regard to policy and organizational issues. Responsible for informing Agency personnel of any changes in administrative policies, establishment of new procedures, and practices to be used by subordinate Offices, and ensures consistency throughout the Agency.

Utilizes knowledge of executive staff policy positions and Agency program goals to represent and speak for the executive staff in both formal and informal circumstances to: foster a greater understanding of their policy determinations; convey their ideas; take actions and make commitments that reflect their goals, objectives and views; and direct the development of briefing material, for the executives, on evolving issues of concern.

Assists the executive staff in carrying out their responsibilities to develop and communicate agency policies by maintaining an awareness of agency program policies and priorities and ensuring communications reflect appropriate agency policy content. Reviews high-level requests received from the Office of the Secretary, other Department of Labor agencies, the White House, Executive Offices of other Federal agencies, Congress, State and local government officials, and assures that timely, appropriate responses. Tracks and reviews a wide array of documents for substantive policy content and accuracy, including but not limited to, correspondence, policy directives, Federal Register Notices, and funding opportunity announcements that are time sensitive, complex and related to mission critical agency responsibilities. Works collaboratively with appropriate ETA offices to ensure documents are reflective of agency policy prior to final review and approval by the agency head.

Manages executive staff schedules. Creates and maintains a tracking system to track all invitations, and is responsible for all follow-up activities. Arranges/organizes a wide array of meetings/events and develops briefing materials.

Travel Required

Not required

Supervisory status
No

Promotion Potential
13 - This position is at the full performance level.

Requirements

Conditions of Employment

  • Appointment to this position may require a background investigation.
  • Requires a probationary period if the requirement has not been met.
  • Must be at least 16 years old and a U.S. Citizen.


Applicants must meet time-in-grade, time-after-competitive-appointment and qualifications requirements within 30 calendar days after the closing date of the vacancy to be eligible for consideration for selection.

Federal Employees Please Note: Your SF-50 must include enough information to be able to determine that time-in-grade requirements have been met and reflects your position title, pay plan/series/grade, tenure and the type of appointment (i.e. competitive/excepted). In some cases you may need to submit more than one SF-50.

Reference the "Required Documents" section for additional requirements.

* WRITING SAMPLES MAY BE REQUESTED IF YOU ARE SELECTED FOR AN INTERVIEW *

Qualifications

To qualify for this position, applicants must possess 52 weeks of specialized experience at the next lower grade level, GS-12, in the Federal Service.

Specialized experience is defined as having three (3) or more of the following:
  • Experience facilitating communications between the organization and high level senior leaders internally and externally to the agency.
  • Experience researching data and background information from outside sources to provide proper responses.
  • Experience performing a wide variety of executive assistant administrative duties of a highly confidential nature.
  • Experience maintaining historical records and files documenting policy decisions and ongoing operation of the organization.
  • Experience in the ability to draft and review correspondence and briefing materials.


Education

There is no educational requirement for this position.

Additional information

DOL seeks to attract and retain a high performing and diverse workforce in which employees' differences are respected and valued to better meet the varying needs of the diverse customers we serve. DOL fosters a diverse and inclusive work environment that promotes collaboration, flexibility and fairness so that all individuals are able to participate and contribute to their full potential.

Refer to these links for more information: GENERAL INFORMATION , ADDITIONAL DOCUMENTATION , FORMER FEDERAL EMPLOYEES

How You Will Be Evaluated

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

Evaluation Factors (Competencies) - All qualified applicants will be evaluated on the following key competencies:

COMPETENCIES & DEFINATIONS:

Organizational Awareness: Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization.

Problem Solving: Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.

Strategic Thinking: Formulates objectives and priorities, and implements plans consistent with the long-term interests of the organization in a global environment. Capitalizes on opportunities and manages risks.

Technical Competence: Uses knowledge that is acquired through formal training or extensive on-the-job experience to perform one's job; works with, understands, and evaluates technical information related to the job; advises others on technical issues.

Written Communication: Writes in a clear, concise, organized, and convincing manner for the intended audience.

Oral 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; listens to others, attends to nonverbal cues, and responds appropriately.

The information you provide may be verified by a review of your work experience and/or education, by checking references, and through other means (ex. interview). Your evaluation may also include a review by an HR Specialist or panel and may include other assessment tools (ex. interview, structured interview, written test, work sample, etc.). The examining Office of Human Resources (OHR) makes the final determination concerning applicant ratings. Your resume MUST provide sufficient information to substantiate your vacancy question responses. If not, the OHR may amend your responses to more accurately reflect the level of competency indicated by the content of your resume. Please note: writing samples may be requested, if you are selected for an interview.

INFORMATION FOR CTAP[/ICTAP] ELIGIBLE(S) ONLY: If you are eligible for special priority selection under CTAP [or ICTAP], you must be well-qualified for the position to receive consideration. ICTAP/CTAP eligible(s) will be considered "well-qualified" if they attain at least a rating score of 85 in a numerical rating scheme. Be sure to review DOL Account Eligibility Questions #24 to reflect that you are applying as an ICTAP or CTAP eligible and submit supporting documentation. Click Application of Veterans Preference for Category Rating Jobs for more information.

To preview questions please click here .

Background checks and security clearance

Security clearance
Not Required

Drug test required
No

Position sensitivity and risk
Moderate Risk (MR)

Trust determination process
Credentialing

Required Documents

The following documents must be submitted by 11:59 p.m. (ET) on the vacancy closing date. Warning: If you submit a document using the same document title, the 2nd submission will OVERWRITE the 1st submission. Also, do not upload password-protected documents.

The following documents are required from all applicants (PLEASE READ CAREFULLY):

ARE YOU A CURRENT OR FORMER FEDERAL EMPLOYEE? If applying as a status candidate with current or former Federal Service, please provide a copy of your last or most recent SF-50, "Notification of Personnel Action" which shows your appointment eligibility for the position for which you are applying. Your SF-50 must identify the highest grade you held on a permanent basis, Pay Plan/Pay Schedule, Series, and Grade/Pay Band, and career status. Multiple SF-50 may be submitted to demonstrate your highest previous rate and eligibility.

*WARNING: An award SF-50 (ex. cash or time off award) may not indicate grade, step, and competitive status. For current DOL employees, an award SF-50 DOES NOT indicate grade and step.

- Resumes are required - provide a resume either by creating one in USAJOBS or uploading one from your computer and USAJOBS profile. To receive full consideration for relevant and specialized experience, please list the month, year, and the number of work hours worked for the experience listed on your resume. We also suggest that you preview the vacancy questions, and confirm that your resume supports your question responses.

- Most recent performance appraisal/evaluation signed and dated within 18 months is requested by the agency, but will not disqualify candidates if not submitted. If not submitted during the application process, one may/will be requested at the time of the interview if the opportunity is extended. Applies to current and former Federal employees.

The following documents are required if applicable:

- Displaced Employee Placement Documents - Only required if requesting priority consideration under ICTAP / CTAP Eligibility.

- DD-214 - verifying military service, eligibility for consideration under the Veterans Employment Opportunity Act (VEOA) , and showing the character of discharge (ex. Member Copy 4 and 2 are acceptable vs. Copy 1 which is not acceptable to adjudicate veteran's preference)

Special/Non-Competitive Appointing Authority Documents

- Applicants who are eligible for consideration, and wish to be considered, under one of the following non-competitive hiring authorities must submit appropriate documentation (click on the links below to see the documentation requirements): (a) 30% or More Compensable Disabled Veterans (DAV) , (b) Military Spouses (MISP) .

- Land Management Eligible(s): a copy of your most recent Notification of Personnel Action (SF-50 or equivalent) proving your eligibility for appointment under the Land Management Workforce Flexibility Act . This service must have been performed in the competitive service, under a time-limited appointment in a Land Management Agency, as defined by P.L. 114-328. For more information, click here .

- Cover Letters are not mandatory and will not be used to verify experience, but may be submitted.

Applicants selected for employment who are not current DOL employees will be required to provide proof of citizenship , and the E-Verify system will be used to confirm the employment eligibility of all new hires.