Program and Administrative Support Specialist

Washington, D.C
Jan 20, 2022
Jan 25, 2022
Full Time

OPA serves as the first point of contact for news media inquiries and is the chief advisor on public affairs and on crisis communications to the Secretary, Deputy Secretary, agency heads, and departmental staff in developing and implementing innovative strategies that inform, engage, and connect the public about the mission and work of the Department.

This is a developmental position and is being filled at the GS-09 grade level only with career ladder promotion potential to GS-12 with an intervening grade of GS-11. This developmental assignment is designed to prepare the employee to fully perform the duties at the full performance level (Program and Administrative Support Specialist, GS-12). The employee will carry out a variety of increasingly difficult assignments as a continuation of their training and development for work in the career ladder progression. Advancement to the next performance level will be recommended only after it has been determined that the incumbent meets all regulatory and statutory requirements, is satisfactorily progressing in the training, and is capable of taking on expanded duties and responsibilities with greater independence.

As a Program and Administrative Support Specialist, GS-09, you will perform the following duties, which is not an all-inclusive list, under closer than normal supervision:
  • Performs a wide variety of administrative support assignments, including: answering general inquiries via telephone or email from internal and external DOL stakeholders; photocopying, faxing, or mailing a wide variety of materials; preparing reports and correspondence; ordering, inspecting, and monitoring the use of equipment and supplies; and operating and tracking systems to monitor workload (e.g, project numbers and related costs).
  • Coordinates, submits, and tracks procurement documents through DOL systems.
  • Maintains vendor lists and inventory for departmental supplies.
  • Provides property management services for the organization.
  • Serves as a records liaison and assists agency staff in maintaining and scheduling disposition of agency records in accordance with NARA General Schedules, agency-specific schedules, and federal and departmental records management guidelines.
  • Submits contract modifications for funding and other administration actions.
  • Coordinates, submits, and tracks procurement documents through DOL systems.
  • Maintains appropriate contract and micro-purchase card files and records.
  • Maintains detailed internal financial records using the appropriate spreadsheet (e.g., Excel) and/or database (e.g., Access) programs.
  • Tracks the status of financial actions and obligations, and supports the Administrative Officer (AO) and Division staff in representing the organization with the Office of the Chief Financial Officer (OCFO) by helping generate and provide appropriate information.
  • Monitors and reviews incoming information from contractors and other vendors.
  • Develops and promulgates letters, memoranda, forms, and other correspondence needs.
  • Uses a variety of methods and techniques in achieving both oral and written communication goals including budget issue papers, agency correspondence, and administrative memoranda.
  • Identifies problem areas, analyzes the situation, and determines recommendations for solutions within areas of responsibility.
  • Provides agency with information and assistance with reporting requirements, contracting and procurement, property, travel; space; and, telecommunications management.
  • Conducts practical research to locate and develop internal information for presentation to and use by professional staff.


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.

Serves as a Contracting Officer's Representative (COR) for agency service contracts and is subject to obtain and maintain the appropriate Federal Acquisition Certification for Contracting (FAC-C) level of certification to perform contract management activities and functions.

Time-in-Grade Requirements: Per 5 CFR 300.603(a) and 300.604, any individual who within the previous 52 weeks held a General Schedule (GS) position under a nontemporary appointment in the competitive or excepted service in the executive branch must meet the time-in-grade requirements for advancement to a GS position in the competitive service, unless excluded per 5 CFR 300.603(b). Current Federal employees applying under VEOA are subject to time-in-grade restrictions.

Time-in-grade, time-after-competitive-appointment (90 days) and qualifications requirements must be met within 30 calendar days after the closing date of the vacancy to be eligible for consideration.

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.

Notification Concerning COVID-19 Vaccinations. As required by Executive Order 14043 , Federal executive branch employees are required to be fully vaccinated against COVID-19 regardless of the employee's duty location or work arrangement (e.g., telework, remote work, etc.), subject to such exceptions as required by law. If selected, you will be required to be vaccinated against COVID-19 and to submit documentation of proof of vaccination or to be in the process of requesting an exception to the vaccination requirement before appointment or onboarding with the agency. The agency will provide additional information regarding which forms of documentation can be accepted and how you can request to be considered for a legally required exception from this requirement.

Reference the "Required Documents" section for additional requirements.


In order to qualify for this position, applicants must meet the education and/or experience requirements described below. In describing your experience, please be clear and specific. We will not make assumptions regarding your experience.

Specialized Experience: To qualify at the GS-09 grade level, applicants must have 52 weeks of specialized experience equivalent to at least the next lower grade level, GS-07, in the Federal Service. Specialized experience is that which has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to administrative and management work. The required specialized experience for this position includes experience assisting in at least three of the following areas:
· Collecting and consolidating administrative data, and identifying any significant trends;
· Participating in the accumulation of expenses and the determination of financial trends;
· Reviewing administrative guidelines and procedures to determine their applicability to straightforward issues at hand;
· Providing assistance to employees relating to personnel issues;
· Reviewing contract proposals to ensure adherence to guidelines and policy.


Education: Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree in a field which demonstrates the knowledge, skills, and abilities necessary to do the work of the position, such as: Business Administration, Management, or other field related to the position. NOTE: Transcripts must be submitted with your application if using education to qualify.


Combination of Education and Experience: A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%. To compute the percentage of the requirements, divide your total months of experience by 12. Then divide the total number of completed graduate semester hours (or equivalent) beyond the first year (total graduate semester hours minus 18) by 18. Add the two percentages. NOTE: Transcripts must be submitted with your application if using education to qualify.


If you wish to use your education as a basis for meeting the minimum qualification requirements for this position, you must submit academic transcripts (official or unofficial) demonstrating that you meet the qualifying educational requirements. If you do not submit sufficient academic documentation necessary to demonstrate that you meet the minimum qualification requirements as described in this announcement, your application will be deemed incomplete and you will receive no further consideration for this vacancy. NOTE: The official transcript(s) must be received, if you are selected, and prior to receiving the firm offer with a start date.

Any applicant falsely claiming an academic degree from an accredited school will be subject to actions ranging from disqualification from federal employment to removal from federal service.

If your education was completed at a foreign college or university, you must show comparability to education received in accredited educational institutions in the United States and comparability to applicable minimum course work requirements for this position. Click Evaluation of Foreign Education for more information.

Additional information

Position Telework eligibility is determined by management based on position duties during the recruitment process. Employee participation in telework on a routine or situational basis is determined by management primarily based on business needs. Employees participating in telework are subject to the terms and conditions of the Department of Labor's Telework Program.

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

Based on agency needs, additional selections may be made from this vacancy announcement.