Duties

Summary

If you do not meet any of the categories listed above, you may wish to apply under announcement 21-HUD-407-P, which is open for any U.S. citizen to apply. Please refer to that announcement for details on open period, eligibility, and how to apply.

Learn more about this agency

Responsibilities

As an Office Administrator, you will:

• Periodically review with the AS/GDAS, office goals and objectives and maintains a record of accomplishments. Assists the AS/GDAS and staff members through discussions and reviews of goals, objectives, and other related activities. Applies and extensive knowledge of the functions, processes, theories, principles and practices of management and a knowledge of the Offices organizational structure, functions and procedures as they relate to the office mission. Understands and applies a knowledge of organizational short-range and long-range goals and objectives.
• Represent and act for the AS/GDAS by monitoring and reviewing all incoming and outgoing correspondence/actions and determining the proper action or disposition to be taken. Forwards assignments to appropriate staff members providing technical and administrative support. Analyzes and applies an extensive knowledge of workflow management, staff action processing and correspondence management. Ensures that assigned staff actions/papers/documents have met established time frames through tracking and suspensing. Applying a thorough understanding of assignments, incumbent reviews progress of assigned actions and assists staff action officers as required.
• Independently make decisions regarding extensions on assigned actions, obtains extensions where required and advises Director where appropriate. Reviews completed work assignments for completeness of effort. Incumbent applies editorial skills and knowledge's in proofreading and edits completed work ensuring that the proper format is used, that proper clearances and coordination have been obtained and that completed assignments meet policy guidelines. Applies overall knowledge of office functions to screen and route material of a special interest or sensitive nature directly to the Director when appropriate. Arranges for the destruction and/or disposition of sensitive office documents. Serves as the Office documents control officer for sensitive/classified documents.
• Assist the AS/GDAS by performing a combination of duties requiring a broad knowledge of Budgeting; Supply management, Procurement, and Contracting. Manages the office budget ensuring that sufficient funds are allocated for expenses related to travel, supply requisitions, equipment purchases, servicing contracts, and blanket purchase orders. Initiates requests for re-programming to the DAS/Budget Officer to cover specific needs of the office. Participates in the development of the annual budget submissions and identifies requirements under each object class. The incumbent's knowledge and expertise in the above areas is sufficiently extensive so that complex problems can be discussed in detail with the AS/GDAS.

Travel Required

Not required

Supervisory status
No

Promotion Potential
12

Requirements

Conditions of Employment

• Click "Print Preview" to review the entire announcement before applying.
• Please refer to "Conditions of Employment."
• U.S. Citizens and U.S. Nationals

The experience may have been gained in either the public, private sector or volunteer service . One year of experience refers to full-time work; part-time work is considered on a prorated basis. To ensure full credit for your work experience, please indicate dates of employment by month/day/year, and indicate number of hours worked per week on your resume.

This position is located in the Office of Public and Indian Housing (PIH). PIH's mission is to provide low-income families affordable housing opportunities as they transition to self-sufficiency and homeownership. PIH oversees the administration of HUD's Public Housing, Housing Choice Voucher, Section 8 Rental Assistance, and Native American Programs through a staff of Headquarters and Field employees. The field structure for PIH consists of 29 Hub Offices and 16 Program Centers that provide oversight, direct monitoring, and coordination for approximately 4,200 public housing authorities.

The official duty station for this position will be in Washington, DC. Failure to report to duty at this location may be grounds for a disciplinary action, including removal.

Qualifications

You must meet the following requirements within 30 days of the closing date of this announcement.

Specialized Experience: For the GS-12, you must have one year of specialized experience at a level of difficulty and responsibility equivalent to the GS-11 grade level in the Federal service. Specialized experience for this position includes:

• Using a wide range of the functions of multiple software types (word processing, spreadsheets, presentations, and database) to meet the needs of the office; AND
• Troubleshooting office support issues and performing administrative functions such as scheduling meetings and conferences, controlling correspondence, and maintaining appointment calendars for management; AND
• Researching and interpreting information to prepare reports, and to respond to requests for information; AND
• Analyzing office procedures to determine how automation can improve work processes, develop improved methods and procedures, provide written and/or oral guidance on new procedures, and instruct other employees on use of hardware and/or software.

Time-in-Grade:
In addition to the above requirements, you must meet the following time-in-grade requirement, if applicable:
For the GS-12, you must have been at the GS-11 level for 52 weeks.

Time After Competitive Appointment:
Candidates who are current Federal employees serving on a non-temporary competitive appointment must have served at least three months in that appointment.

Education

Additional information

- We may select from this announcement or any other source to fill one or more vacancies.
- Relocation expenses will not be paid.
- Recruitment incentive may be offered.
- This is a Non-Bargaining Unit position.
- This position is Exempt from the Fair Labor Standards Act (FLSA).
- HUD offers alternative and flexible work schedules.

CONDITIONS OF EMPLOYMENT:
- A one year probationary period may be required.
- Must successfully complete a background investigation.
- Complete a Declaration for Federal Employment to determine your suitability for Federal employment, at the time requested by the agency
- If you are a male applicant born after December 31, 1959, certify that you have registered with the Selective Service System or are exempt from having to do so.
- Have your salary sent to a financial institution of your choice by Direct Deposit/Electronic Funds Transfer.
- Go through a Personal Identity Verification (PIV) process that requires two forms of identification from the Form I-9. Federal law requires verification of the identity and employment eligibility of all new hires in the U.S.
- Obtain and use a Government-issued charge card for business-related travel.

HUD employees are subject to a number of government-wide and HUD specific ethics laws and regulations, including restrictions on working in a real estate related business, and having Section 8 tenants, along with other prohibited interests and activities. To review applicable ethics rules and HUD specific restrictions, please visit https://portal.hud.gov/hudportal/HUD?src=/program_offices/general_counsel/ethics .

How You Will Be Evaluated

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

Your application includes your résumé, responses to the online questions, and required supporting documents. Please be sure that your résumé includes detailed information to support your qualifications for this position; failure to provide sufficient evidence in your résumé may result in a "not qualified" determination.

Rating: Your application will be evaluated in the following areas: Administrative Management, Communication, Technical and Analytical. Your application will be rated and ranked among others, based on your responses to the online questions, regarding your experience, education, training, performance appraisals and awards relevant to the duties of this position. Your rating may be lowered, if your responses to the online questions are not supported by the education and/or experience described in your application.

Referral: If you are among the top qualified candidates, your application may be referred to a selecting official for consideration.

If you are a displaced or surplus Federal employee (eligible for the Career Transition Assistance Plan (CTAP)/Interagency Career Transition Assistance Plan (ICTAP) ),you must receive a rating of at least 84 out of 100 to be rated as well qualified to receive special selection priority.

To preview questions please click here .

Background checks and security clearance

Security clearance
Not Required

Drug test required
No

Required Documents

A complete application includes 1. A résumé, 2. Vacancy question responses, and 3. Submission of any required documents. Please note that if you do not provide all required information, as specified in this announcement, you may not be considered for this position (or may not receive the special consideration for which you may be eligible).

All applicants are required to submit a résumé either by creating one in USAJOBS or uploading one of their own choosing. (Cover letters are optional.) To receive full credit for relevant experience, please list the month/date/year and number of hours worked for experience listed on your résumé. We suggest that you preview the online questions, as you may need to customize your résumé to ensure that it supports your responses to these questions. Please view résumé tips .

CURRENT AND FORMER EMPLOYEES -- Documentation Relating to Your Federal Employment:
- Submit a copy of your SF-50 (Notification of Personnel Action) showing competitive service as Tenure 1 or 2 (Block 24), Position Occupied as 1 - Competitive Service (Block 34), current Grade (Block 18) and Salary (Block 20). Typically Award SF-50s do not provide the required information. If the full performance level of your position is different from the grade indicated in Block 18, please provide proof of the full performance level.
- If your highest permanent grade is different from your current grade, submit a copy of an additional SF-50 showing that grade.
- If you are currently on a Veterans' Recruitment Appointment (VRA), submit a copy of an SF-50 indicating that type of appointment. Also, you must submit a copy of your DD214 or other documentation showing dates of service and type of discharge and any other applicable documents such as SF-15, VA letters, etc.

Performance Appraisal (ALL APPLICANTS):
Submit a copy of all pages of your most recent completed annual performance appraisal, dated within the last 12 months, that includes the final rating. In cases where the performance appraisal is more than 12 months old, incomplete or unavailable, you must attach a written explanation of the reasons.

If you are applying under a special hiring authority (e.g. Military Spouses, Interchange Agreement, VEOA, VRA Schedule A Disability, etc.), please see applicant guide for required documentation . In order to be eligible under one of these authorities, you must submit all required documentation as outlined in the applicant guide.

CAREER TRANSITION ASSISTANCE PLAN (CTAP/ICTAP) DOCUMENTATION: If you are a displaced or surplus Federal employee, click CTAP/ICTAP for eligibility and a detailed list of required documents.

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.