EXECUTIVE SECRETARIAT SPECIALIST

Employer
USAJobs
Location
Washington, D.C
Posted
Oct 20, 2021
Closes
Oct 22, 2021
Function
Executive
Hours
Full Time
Duties

Summary

This position is part of the National Archives and Records Administration. This position is located in the Executive Secretariat under the Office of the Chief of Staff. The Executive Secretariat provides support to the Archivist, Deputy Archivist, and offices throughout NARA and is responsible for administrative, logistical, and analytical support to the immediate Office of the Archivist.
Learn more about this agency

Responsibilities

The following are the duties of this position at the GS-13. If you are selected at a lower grade level, you will have the opportunity to learn to perform all these duties, and will receive training to help you grow in this position.

- Plans, performs research, and drafts and edits written materials for meetings and speeches covering a wide range of topics related to agency strategic initiatives.

- Analyzes existing and creates new administrative requirements when needed to enhance the Executive Secretariat's operational effectiveness and efficiency.

- Independently conducts short and long-term analytical studies to identify and propose solutions to management or policy issues and problems that require knowledge of and affect the missions of important programs agencywide, and that also may potentially involve issues that affect the initiatives or programs of other stakeholders or agencies.

- Serves as a system administrator and business owner for the agency's executive task management system, managing user accounts, interfacing with Information Services and the vendor to ensure system outages or other technical issues are resolved timely, assisting with system transitions and upgrades, and conducting analysis of long-range system needs to ensure necessary re-configuration or capability expansions.

- Directs the day-to-day activities of the Federal Advisory Committee Act (FACA) (5 U.S.C. Appendix 2) program at NARA, representing the Committee Management Officer (CMO).

- Provides liaison and direct support to international allied archival, educational, historical, professional, scientific, and technical organizations and government officials/dignitaries as requested by and in line with priorities set by agency leadership and to advance partnership for the agency.

Travel Required

Not required

Supervisory status
No

Promotion Potential
13

Requirements

Conditions of Employment



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.
  • 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.
  • 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.
Key Requirements:
  • Please refer to "Conditions of Employment."
  • Click "Print Preview" to review the entire announcement before applying.
  • Must be U.S. Citizens or U.S. Nationals


  • Qualifications

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

    SPECIALIZED EXPERIENCE: For the GS-13, you must have one year of specialized experience at a level of difficulty and responsibility equivalent to the GS-12 grade level in the Federal service. Specialized experiencefor this position includes:

    - Reviewing and editing reports, correspondence, or other materials dealing with technical, policy, and/or program issues for accuracy, adherence to policy, organization of material, appropriateness for intended audience and grammar; AND
    - Recommending policy or procedural changes to improve the efficiency and effectiveness of a program; AND
    - Interacting with executive level staff as well as developing relationships and collaborating with individuals internal and external to your work group.

    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 experiencefor this position includes:

    - Reviewing and editing reports, correspondence, or other materials dealing with technical, policy, and/or program issues for accuracy, adherence to policy, organization of material, appropriateness for intended audience and grammar; AND
    - Interacting with executive level staff as well as developing relationships and collaborating with individuals internal and external to your work group.

    In addition to the above requirements, you must meet the following time-in-grade requirement, if applicable:
    For the GS-13, you must have been at the GS-12level for 52 weeks.
    For the GS-12, you must have been at the GS-11 level for 52 weeks.

    Education

    There is no education requirement for this position.

    Additional information

    • We may select from this announcement or any other source to fill one or more vacancies.
    • This announcement may be used to fill like positions in other organizations within the National Archives and Records Administration.
    • This is a bargaining unit position.
    • We offer opportunities for telework.
    • We offer opportunities for flexible work schedules.


    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: Analytical Skills, Communication Skills, and Technical Skills. 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. You may be required to participate in a selection interview.

    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 score of 85 or better to be rated as "well qualified" to receive special selection priority

    Background checks and security clearance

    Security clearance
    Not Required

    Drug test required
    No

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

    Trust determination process
    Suitability/Fitness

    Required Documents

    Required Documents:

    1. Resume - 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 .

    2. Vacancy Question Responses - Completely answer the online assessment questionnaire associated with this job announcement.

    3. PERFORMANCE APPRAISAL/REVIEW/EVALUATION, ETC: All applicants are required to submit their most recently completed annual performance appraisal (dated within 18 months from the closing date of the vacancy announcement), which identifies your official rating of record (must be at least "Fully Successful") and is signed by the supervisor, or a statement explaining why the performance appraisal/review/evaluation is unavailable. If you fail to provide a copy of the performance appraisal/review/evaluation, or a statement advising why it is unavailable, you will be removed from further consideration. N/A is not considered an acceptable response.

    4. SF-50 for CURRENT OR FORMER FEDERAL EMPLOYEES -- Documentation Relating to Your Federal Employment:
    • Submit a copy of your SF-50, Notification of Personnel Action, which shows your current (or most recent) grade and competitive service status. (To verify your competitive service status, on the SF50, Box 34 "Position Occupied" should show a "1" and Box 24 "Tenure" should show a "1" or "2".)
    • If you are currently on a Veterans Recruitment Appointment (VRA), submit a copy of an SF-50 showing that. 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.
    • Indicate on your application the highest permanent grade you have held; if this grade is different from your current grade, submit a copy of an additional SF-50 showing this grade.


    Additional Required Documents if Applying Through the Hiring Authorities Listed Below:

    5. FORMER FEDERAL EMPLOYEES - Non-competitive Reinstatement Eligibility - If you are a former federal employee and wish to be non-competitively reinstated for a higher grade or full performance level than which you left federal employment, you MUST provide a copy of your separation SF50 (the "position occupied" block on the SF-50 should show a "1" and your
    "tenure" block should show a "1" or "2") AND the last performance appraisal you received from your federal employment which shows at least a fully successful rating.

    6. Veterans Preference documentation (if applying under VEOA or VRA): DD-214 - Member Copy 4 or other copies that indicate character of discharge; SF-15 and VA Letter (as appropriate). If you are claiming veterans preference, please visit the website for veterans hiring paths located at https://www.usajobs.gov/help/working-in-government/unique-hiring-paths/veterans/ .

    7. If you are applying under a special hiring authority (e.g. Military Spouses, Interchange Agreement, Schedule A Disability, etc.), please visit the website https://www.usajobs.gov/Help/faq/application/eligibility . In order to be eligible under one of these authorities, you must submit all required documentation as outlined in that specific hiring authority.

    8. CAREER TRANSITION ASSISTANCE PLAN (CTAP) OR INTERAGENCY CAREER TRANSITION ASSISTANCE PLAN (ICTAP) DOCUMENTATION: If you are a displaced or surplus Federal employee, click CTAP/ICTAP for eligibility and a detailed list of required documents you must submit in order to be eligible.

    9. Land Management Eligibles must provide all required documentation to verify eligibility, prior performance, and qualifications for the target position. You can find information on the Land Management Workforce Flexibility Act and eligibility HERE . Land Management Eligibles must compete under competitive merit promotion procedures and meet all applicable requirements as such (time-in-grade restrictions do not apply).

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