Administrative Specialist

Summary

This position is part of the U.S. Trade and Development Agency, Office of Administration. The position coordinates a wide range of complex administrative and program management functions related to personnel security, human resources, records, buildings and facilities, contracting, financial, and travel program management.

Duties

Responsible for managing the USTDA Personnel Security Program, including initiating and applying Department of State and agency regulations for all personnel security-related processes and procedures. Supports the implementation of an effective personnel security program with emphasis on providing personnel security education and training, assignment of proper classification, and safeguarding of controlled unclassified information and classified material. Maintains records to document security program compliance. Serve as the Agency Performance Management program coordinator. Responsible for ensuring the development of Performance Appraisal Reports (PARs) for agency staff, including ensuring that PARs outline specific work assignments and responsibilities and that performance elements and standards follow federal and USTDA policies and procedures. Implement new requirements for establishing performance management protocol, policies, and procedures. Responsible for the management of administrative/operational contracts, developing performance work statements, managing/tracking contract-related funds, working closely with contract companies to ensure effectiveness of contract support, and working with USTDA's Acquisition Office to ensure contract competition/recompete as needed. As appropriate, evaluates, recommends, and facilitates implementation of new approaches and alternatives to address current or anticipated implementation issues. Analyzes the workflow of specific administrative programs to determine if processes can be streamlined or made more "customer-friendly".

Requirements

US Citizenship is required. Suitable for Federal employment, determined by background investigation. Direct Deposit of pay is required. Selective Service registration required for male applicants, unless exempt. Status candidates must meet time-in-grade (see Qualifications). Background and security investigation for a Secret Clearance.

Qualifications and evaluation

Once the application process is complete, your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), and any applicable assessment required for this position. Cheating on the online assessment may result in your removal from consideration. If you are found to be among the top candidates, you will be referred to the selecting official for employment consideration. You will be evaluated for this job based on: The experience listed in your resume and how well you meet the experience listed in the qualification section of announcement and the competencies listed. You will be assessed on the following technical and soft skill competencies (knowledge, skills, abilities, and other characteristics): Attention to Detail, Attention to Detail, Customer Service, Customer Service, Decision Making, Flexibility, Integrity/Honesty, Interpersonal Skills, Learning, Oral Communication, Problem Solving, Reading Comprehension, Reasoning, Self-Management, Stress Tolerance, Teamwork, Technical Competency – Administrative Operations, and Written Communication Note: Duplicative competencies indicate that the competency is being assessed in both the Assessment Questionnaire and additional assessment. Due Weight Consideration is a review process used to provide consideration to performance appraisals and awards submitted with each application on a used merit promotion certificate and factoring the results into the merit promotion selection process. Please submit 1) a copy of your most recent performance appraisal/evaluation and 2) a list of any awards (e.g. superior performance awards, special act or achievement awards, quality step increase, etc.) you received in the last 5 years. Any performance appraisal/evaluation and award documentation you provide will be forwarded to the selecting official. The selecting official will review this documentation and give it due weight consideration during the overall selection process. If you do not have your most recent performance appraisal/evaluation, please submit a statement as to why it is not available. Please indicate if any prior performance appraisals/evaluations were at an acceptable level. It is your responsibility to obtain and upload your performance appraisal/evaluation and/or list of awards prior to the closing of the vacancy announcement.

Education

Education cannot be substituted for specialized experience at this series/grade level.

How to apply

Please read the entire announcement and all the instructions before you begin an application. To apply and be considered for this position, you must complete the initial online application, to include the initial online assessment and submission of the required documentation specified in the Required Documents section of this vacancy. The complete application package must be submitted by 11:59 PM (EST) on the closing date to receive consideration. The application process is as follows: To begin the application process, click Apply Online button. Answer the questions presented in the application and attach all necessary supporting documentation. You may preview the Application Questionnaire at:https://apply.usastaffing.gov/ViewQuestionnaire/13032538 Click the Submit Application button prior to 11:59PM (ET) on the announcement closing date. Read the Eligibility questions carefully. The questions address if you are eligible to apply to this JOA. Your responses will affect your consideration for the position. You may qualify for more than one eligibility, so please choose carefully. You will only be considered under the options you have selected. If you respond that you do not meet any of the eligibility questions, you will not be considered for this position. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the assessment; however, most applicants complete the assessment in less time. If you need to stop the assessment and continue at a later time, you can re-use your unique assessment link. Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for general information, practice assessments and assessment preparation resources. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account (https://my.usajobs.gov/Account/Login). There you will find a record of your application, the application status, and an option to Edit Application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: Click on this: https://www.usajobs.gov/Help/howto/application/status/. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application.

Required documents

To apply for this position, you must provide a complete Application Package which includes: 1. Your Resume listing work schedule, hours worked per week, dates of employment mm/yy and duties performed. If multiple resumes are submitted, only the most current resume will be reviewed for qualifications. Please limit your resume to no more than 2 pages. If more than 2 pages are submitted, only the first 2 pages will be reviewed to determine your eligibility/qualifications. 2. SF-50 or DD-214 Current/Former Career/Career-Conditional Eligible: Your most recent non-award Notification of Personnel Action (SF-50 or equivalent) showing that you are/were in the competitive service, as well as the highest grade (or promotion potential) held, on a permanent basis 3. Other supporting documents: SF-15 Form and VA letter, or certification of expected discharge or release from active duty from Veterans for consideration under Veteran hiring authorities Non-competitive appointment authority documentation, if applicable Career Transition Assistance Program/Interagency Career Transition Assistance Program Documentation: If you are applying under CTAP or ICTAP, you MUST submit proof of eligibility under 5 CFR 330.602(a) for CTAP and 5 CFR 330.704 for ICTAP. This includes a copy of the agency notice, a copy of your most recent performance rating, and a copy of your most recent SF-50 (Notification of Personnel Action) showing your position, grade level, and duty location. Please annotate your application to reflect that you are applying as a CTAP or ICTAP eligible Most recent Performance Appraisal, if applicable Cover letter, optional Do not submit photographs with your application package. Documents with photographs may not be seen by hiring officials - you must remove your image from any badges, licenses, etc. Do not upload Adobe portfolio documents. Adobe portfolio documents are not viewable by our agency's staffing offices. Note: A PDF Portfolio contains multiple files assembled into an integrated PDF unit. The files in a PDF Portfolio can be in a wide range of file types created in different applications. To ensure the document is not a PDF Portfolio document, open the document and if there are multiple different documents with a variety of extensions, it is a PDF Portfolio document and will not be processed. It is your responsibility to ensure all required documents have been submitted prior to the closing date of the announcement.

Additional information

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments, if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for RA for Online Assessments. Appointment Authorities: For more information on 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 OPM Interchange Agreement and Other Miscellaneous Authorities Telework Suitability: This position allows for situational telework according to established agency policy. Stipulations of Employment: As a condition of employment for accepting this position, you may be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: Your performance and conduct; The needs and interests of the agency; Whether your continued employment would advance the organizational goals of the agency or the Government; and Whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment may be terminated unless you receive certification, in writing, that your continued employment advances the public interest. This position is subject to random drug testing while you occupy the position. If selected, you will be required to file a Confidential Financial Disclosure Report (OGE Form 450). Applicants must be eligible to obtain and keep a security clearance. Appointment is subject to the successful completion of a background investigation and favorable adjudication. Failure to successfully meet these requirements will be grounds for termination. Work Schedule: This position allows for a flexible work schedule. Miscellaneous: USTDA uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit http://www.uscis.gov/e-verify. This vacancy announcement may be used to fill similar positions within 90 days. If selection is made below the full performance level, promotion up to the full performance level may be made without further competition. However, promotion(s) will depend on the performance of the incumbent and are not guaranteed.