ADMINISTRATIVE OFFICE MANAGER

Employer
USAJobs
Location
Washington, D.C
Posted
Oct 13, 2021
Closes
Oct 19, 2021
Hours
Full Time
Duties

Summary

****This announcement has been extended again until Wednesday, October 20, 2020.

Performs a variety of administrative support duties to facilitate the work and organization of the Office of Equal Opportunity and Fairness (OEOF).
Learn more about this agency

Responsibilities

Performs a variety of administrative support duties to facilitate the work and organization of the office, including:
  • Tracking budget expenditures and contracts by running reports, input budget data in the system and provide regular briefings to the OEOF management team
  • Responsible for end of year budget close out, including accrual process
  • Initiates micro-purchases and reconciles monthly budget as appropriate
  • Prepares requisitions for supplies, equipment, and services.
  • Serving as the timekeeper for the office
  • Serving as the records manager, including electronic records, for OEOF, including preparation of the office file plan, putting documents into the agency collaboration stakeholder review tracking system (eCC) and other agency document review system (eWorkflow).
  • Responsible for Controlled Unclassified Information Markings and audits
  • Managing the calendars for the Director and the managers
  • Scheduling meetings for the office
  • Prepare and review documents, correspondence, web content, PowerPoint presentations, reports, and other work products of the office. Ensures proper format, grammar, spelling, punctuation, clarity of text, conformance with general policy, and calls any deviations or inadequacies office of origin
  • Responsible for meeting agendas and meeting minutes for OEOF related meetings
  • Handling and referring inquiries from customers and FHFA workforce to the appropriate OEOF team expert
  • Arranging for logistics for meetings and training
  • Tracking completion of OEOF mandatory training for the FHFA workforce
  • Serving as central point of contact for OEOF administrative support activities by answering non-technical inquiries, directing technical inquiries to the appropriate person
  • Securing requested information, greeting visitors, answering telephone calls
  • Photocopying, scanning, meeting minutes/agendas, formatting/editing documents, assembling materials and obtaining requested data from other FHFA offices
  • Coordinating meetings, appearances, and social engagements with FHFA, governmental agencies, industry, and special interest groups. Prepares time and attendance records.
  • Arranging the logistics for conferences, including space, time, attendees, etc.
  • Arrange for travel for the members of the office, including travel plans, agenda times, itineraries, travel orders, travel vouchers, etc.
  • May assemble background material for supervisors, attends meetings, and/or prepares report of the proceedings. Provide logistical support for training, presentations, and briefings including training record verification
  • Track mandatory briefing training of the FHFA workforce to ensure compliance

Follows up on commitments made by the supervisor. May attend meetings, taking notes for the purpose of preparing summaries of conversations and commitments made, and reminds supervisors of matters requiring further attention.

Answers questions not requiring technical knowledge. Initiates calls for information pertaining to administrative and management matters without referral to supervisors unless determined to be of sufficient importance to require approval. Receives and reviews all incoming and outgoing correspondence, documents, directives, messages, orders, etc.
Uses initiative to determine correspondence to be personally reviewed by the supervisor and what can be routed to others for action/disposition. Ensures proper handling, identification, and disposition of confidential documents.
Reviews correspondence and action documents for signature or surname, procedural accuracy, and ascertain that necessary clearances have been obtained, if required.

Travel Required

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

Supervisory status
No

Promotion Potential
9

Requirements

Conditions of Employment

  • Status Candidates (Merit Promotion and VEOA Eligibles) and those eligible for special hiring authorities.
  • ***SF 50's are now required with the exception of current FHFA employees. Please include one showing your tenure and competitive status. You will not be considered without this.
  • Pursuant to Executive Order 14043, being fully vaccinated against COVID-19 is a condition of employment for this position. If selected, you will be required to provide proof of your COVID-19 vaccination status.
  • Males born after 12-31-59 must be registered for Selective Service
  • May be required to successfully complete a probationary period
  • Only experience and education obtained by the closing date of this announcement will be considered.
  • Status candidates must meet time-in-grade requirements (52 weeks at the next lower grade level).
  • Suitable for Federal employment, as determined by background investigation
  • Resume and supporting documents (See How To Apply)


Qualifications

Qualifying experience for the EL-9 level includes one year of specialized experience at least equivalent to EL/GS-7 for 2 graded series or EL/GS-8 for one graded series, which is in or directly related to the line of work of the position to be filled and which has equipped the applicant with the particular knowledge, skills, and abilities to successfully perform the duties of the position.

Types of specialized experience required include the following:

- Coordinates meetings, appearances, and social engagements with, governmental agencies, industry, and special interest groups.

- Establishes and maintains supervisors' files consisting of a variety of subject matters.

- Oversee the immediate office budget/expenditures by running standard reports and bring concerns to the supervisor. Initiates micro-purchases and reconcile monthly budget as appropriate.

- Prepares and reviews correspondence, including memoranda, reports, and other statistical material which involves terminology peculiar to the housing industry.

- Ensures proper format, grammar, spelling, punctuation, clarity of text, conformance with general policy, and calls any deviations or inadequacies office of origin.

- Coordinates travel arrangements, to include: travel plans, agenda times, itineraries, and other information with field elements being visited.

- Prepares travel orders, vouchers and trip reports upon completion of travel.

- Answers telephone calls and screens visitors. Refers visitors/callers not requiring the personal attention of the supervisor or the proper person or staff element.

- Establishes and maintains the office file plan and supervisors' files

OR

A Master's degree or two full years of progressively higher education leading to a degree in business administration,

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 directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Education

ARE YOU USING YOUR EDUCATION TO QUALIFY? You MUST provide transcripts or other documentation to support your educational claims. Unless otherwise stated: (1) official or 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.

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 the education credentials have been evaluated by a private organization that specializes 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://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html

Additional information

****This announcement has been extended again until Wednesday, October 20, 2020.

If you are a veteran with preference eligibility and are claiming 5-points veterans' preference, you must submit a copy of your DD-214 or other proof of eligibility. If you are claiming 10-point veterans' preference, you must also submit an SF-15, "Application for 10-Point Veterans' Preference" plus the proof required by that form. For more information on veterans' preference visit: https://www.usajobs.gov/Veterans .

Males born after 12-31-59 must be registered or exempt from Selective Service (see https://www.sss.gov/RegVer/wfRegistration.aspx ).

Career Transition Assistance Programs: These programs apply to employees who have been involuntarily separated from a Federal service position within the competitive service or Federal service employees whose positions have been deemed surplus or no longer needed. To receive selection priority for this position, you must: (1) meet CTAP or ICTAP eligibility criteria; (2) be rated well-qualified for the position with a score of 90 or above; and, (3) submit the appropriate documentation to support your CTAP or ICTAP eligibility. For more information visit: http://www.opm.gov/rif/employee_guides/career_transition.asp .

FHFA is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment regardless of race, color, religion, gender (including pregnancy, sexual orientation, and gender identity), national origin, disability (physical or mental), age (40 years of age or over), genetic information, parental status, marital status, prior protected EEO activity, political affiliation, or other non-merit factors.

REASONABLE ACCOMODATION:

FHFA provides reasonable accommodations to applicants with disabilities, except when doing so would pose an undue hardship on the Agency. If you need a reasonable accommodation for any part of the application and hiring process, please notify FHFA. The Agency's decision on granting a reasonable accommodation will be made on a case-by-case basis.
  • (202) 649-3963
  • (800) 877-8339 TTY
  • reasonableaccommodations@fhfa.gov


Ethics: FHFA employees are subject to government-wide ethical standards of conduct, financial disclosure requirements, and post-employment prohibitions. In addition, certain FHFA employees are prohibited from accepting compensation from Fannie Mae and Freddie Mac for a two-year period after terminating employment with FHFA. Furthermore, to avoid financial conflicts-of interest or the appearance of conflicts-of-interest, FHFA employees may need to divest or sell certain assets they, their spouse, or minor children own or control, including securities issued by Fannie Mae, Freddie Mac, or the Federal Home Loan Banks. Employees who work on Federal Home Loan Bank issues may need to sell or divest financial interests with any of the Federal Home Loan Bank members, which may include stock in bank holding companies, insurance companies, and other financial services firms. Questions regarding these requirements and prohibitions should be directed to the Office of General Counsel at (202) 649-3088.

Noncompetitive Appointment Authorities: For more information on noncompetitive appointment authority eligibility requirements:
  • Persons with Disabilities-Schedule A
  • Special Hiring Authorities for Veterans
  • Special Hiring Authority for Certain Military Spouses
  • Other Special Appointment Authorities


How You Will Be Evaluated

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

You will be rated based on your responses to the job specific competencies documented within the questionnaire and assigned a score ranging from 70 to 100 points. The top ten candidates, and those tied for the tenth spot, will be referred for selection. All qualified non-competitive applicants will be referred.

All of the information you provide will be verified by a review of the work experience and/or education as shown on your application forms, by checking references or through other means, such as the interview process. This verification could occur at any stage of the application process. Any exaggeration of your experience, false statements, or attempts to conceal information may be grounds for rating you ineligible.

Competencies:
  • Administration and Management
  • Oral Communication
  • Travel
  • Writing


Please click here for a preview of the questionnaire: https://apply.usastaffing.gov/ViewQuestionnaire/11249938

Background checks and security clearance

Security clearance
Other

Drug test required
No

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process
Suitability/Fitness

Required Documents

To apply for this position, you must submit a complete Application Package which includes:

1. Your resume showing hours worked per week, dates of employment and duties performed.

2. ***SF 50's are now required with the exception of current FHFA employees. Please include one that shows your tenure and competitive status. You will not be considered without this. The SF 50 should show highest grade held on a permanent basis in the competitive service.

3. Transcripts, if qualifying through education are required!


3. Other supporting documents:
  • Cover Letter, optional
  • Veterans' Preference documentation, if applicable (e.g., DD-214 Member Copy 4 showing type of discharge/character of service, SF-15 Form and related documentation, VA letter, etc.)
  • Career Transition Assistance Program/Interagency Career Transition Assistance Program documentation, if applicable (e.g., Certification of Expected Separation, Reduction-In-Force Separation Notice, or Notice of Proposed Removal; SF-50 that documents the RIF separation action; and most recent performance appraisal.)


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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