Administrative Specialist

Summary

This vacancy is for an Administrative Specialist in the Economic Development Administration within the Department of Commerce. The incumbent provides administrative support and coordination for the Office of Finance and Management Services, including office operations, reception, tracking systems, property management, human resources, budget, procurement, travel, and other administrative functions.

Duties

As an Administrative Specialist, you will perform the following duties: Maintains records management policies and procedures and circulates such material concerning procedural changes and policy matters that affect program operations. Performs a variety of administrative duties for the team. Using various office automation hardware and software. Prepares forms. correspondence and other documents following correspondence procedures and guidelines. Works with a variety of standard procedures to retrieve and edit a variety of standard and nonstandard documents. Makes domestic and/or international arrangements for travel. Coordinates schedules of visits, transportation. and hotel reservations. As necessary, keeps in contact with the supervisor in route and submits travel vouchers upon completion of trip. Serves as timekeeper answering questions/resolving issues related to time and attendance and conducting leave audits; serves as point of contact for security badges, scheduling appointments and initiating requests for renewals; and serves as point of contact for service awards. maintaining master list of years of service as well as preparing and distributing award certificates and pins. Serves as the purchase card holder for the office responsible for preparing and maintaining the necessary control mechanisms of requisition requests in procuring a variety of supplies and office equipment. Establishes and maintains office records, procedures, reference materials. and technical subject matter files. Supports the onboarding team, as needed, and performs other duties as assigned. This Job Opportunity Announcement may be used to fill other Administrative Specialist GS-0301-9, GS-11 positions within the Department of Commerce in the same geographical location or local commuting area with the same qualifications and specialized experience. This position is also advertised under EDA-OFMS-ST-26-13028545, which is open to Merit Promotion/Direct Hire/Delegated Examining eligible applicants. You must apply to both announcements if you want to be considered for both.

Requirements

You must be a U.S. citizen to apply for this position. You must successfully pass a background investigation. This may include a credit check, a review of financial issues, as well as certain criminal offenses and illegal use or possession of drugs. A probationary or trial period may be required. Selective Service: Males born after 12/31/59 must be registered or exempt from Selective Service (see https://www.sss.gov/). If you receive a conditional offer of employment for this position, you will be required to complete an Optional Form 306, Declaration for Federal Employment, and to sign and certify the accuracy of all information in your application. All Federal employees are required to have Federal salary payments made by direct deposit to a financial institution of their choosing. Bargaining Unit Position: No Confidential Financial Disclosure Report (OGE form 450): No Permanent Change of Duty Station (PCS) Expense: will not be paid License required: No Drug Test Required: No Pre-employment medical/physical required: No Time-in-grade/band requirements must be met by the closing date of the announcement unless eligible for special hiring authority, reinstatement eligible, non-current Federal employee applying as a VEOA eligible which do not require time-in-grade/band.

Qualifications and evaluation

You will be evaluated based on how well you meet the qualifications listed in this vacancy announcement. Your qualifications will be evaluated based on your application materials (e.g., two-page resume, supporting documents), the responses you provide on the application questionnaire, the result of the USA Hire assessment and Structure Resume Review required for this position. Structured Resume Review: Subject matter experts (SMEs) will review your resume to determine your technical qualifications for this position based on the required specialized experience. SMEs will review ONLY two (2) pages of your resume. SMEs will not review additional information beyond your resume (e.g., cover letter, links embedded in your resume). Applicants passing the structured resume review will move on to the next phase of the assessment process. For Certain Military Spouses: All applicants who meet the qualification requirements and military spouse noncompetitive eligibility requirements (see "Additional Information" section above") will be forwarded to the Selecting Official for consideration on a separate referral list. While veterans' preference is not a consideration when filling positions under the military spouse non-competitive hiring authority, preference eligibles are encouraged to submit their supporting documentation (DD-214, stating disposition of discharge or character of service, VA letter, SF-15, etc.). All: Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. The assessments will evaluate you on the following general/technical competencies required to perform the job; please do not provide a separate written response: Administration and Management Customer Service Technical Credibility To be considered for this position, you must complete all required steps in the process. In addition to the application and application questionnaire, this position requires an online assessment. Do NOT include the following types of information in your resume/application. If any are included, you will be deemed INELIGIBLE for consideration. Classified or government sensitive information Social Security Number (SSN) Photos of yourself Personal information, such as age, gender, religious affiliation, etc. To preview the questionnaire, click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/13028546

Education

See Qualifications Above. NOTE: Special Instructions for Foreign Education: Qualifying education from colleges and universities in foreign countries must be evaluated in terms of equivalency to that acquired in U.S. colleges and universities. Applicants educated in whole or in part in foreign countries must submit sufficient evidence, including transcripts, to an accredited private organization for an equivalency evaluation of course work and degree. You MUST provide a copy of the letter containing the results of the equivalency evaluation with a course by course listing along with your application. Failure to provide such documentation when requested will result in lost consideration.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How to apply

Please read the entire announcement and all the instructions before you begin an application. To apply 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 above. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration.The application process is as follows: To begin the application process, click the Apply Online button. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date. Note: To update your application, including supporting documentation, at any time during the announcement open period, return to your USAJOBS account (https://usajobs.gov). There you will find a record of your application, the application status, and an option to Edit my application. This option will no longer be available once the announcement has closed. 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 USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, 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 practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. {If utilizing the "Locking Assessment Responses" functionality, substitute this paragraph with the recommended text found in Appendix E.} To view the announcement status or your application status: Visit 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

A complete application consists of the following: Resume. Your resume should list your educational and work experience including the dates (mm/dd/yy) of each employment along with the number of hours worked per week, if less than 40. Your resume may be used to validate your responses to the qualifications/assessments. Your resume should indicate your citizenship and if you are registered with the Selective Service System if you are a male born after 12/31/59. Refer to the "How you will be Evaluated' section for types of information not to include in your resume/application. Veteran Hiring Authorities (VEOA, 30% or More Disabled Veterans and Military Spouses): Please provide the appropriate supporting documentation (DD-214 stating disposition of discharge or character of service, VA letter, SF-15, marriage certificate, etc.) to validate your claim. For more information regarding requirements, please go to: https://www.opm.gov/fedshirevets/veteran-job-seekers/vets/ SF-50, "Notification of Personnel Action," supporting your eligibility, showing tenure code, position occupied and highest grade and step. If applicable, performance appraisals and/or Incentive award documentation may be submitted and will be forwarded to the selecting official as support in consideration of your application in the evaluation process. To receive due weight, you must submit a recent performance appraisal (dated within 18 months) showing the official rating of record, signed by a supervisor, or statement why the performance appraisal is unavailable (do not submit a performance plan) and/or incentive award documentation (i.e. superior performance awards, special act or achievement awards, quality step increases, etc.) Career Transition Assistance Plan (CTAP) and Interagency Career Transition Assistance Plan (ICTAP) documentation, if applicable. CTAP or ICTAP applicant(s), MUST submit the following documents: A copy of your RIF notice, proposed removal for failure to relocate, Certificate of Expected Separation (CES), surplus/displacement documentation, disability annuity termination notice, certification of inability to place after compensable injury, National Guard/Military disability retirement certification, or SF-50 documenting your RIF separation (including position, grade, duty location, and/or agency certification of inability to place you through RPL). Documentation showing your most recent performance appraisal rating. Documentation showing your current promotion potential. Education. If this position requires proof of higher education, or you are substituting education for experience, you must submit an unofficial transcript or a list of courses that includes the following information: name of accredited institution, grades earned, completion dates, and quarter and semester hours earned. Education completed in foreign colleges or universities may be used to meet the requirements. Please refer to http://www.opm.gov/qualifications/policy/ApplicationOfStds-04.asp for more information. Certain Military Spouses: Spouse of a member of the armed forces serving on active duty: A copy of the service member's active-duty orders specifying they are currently on active duty, AND documentation verifying marriage to the member of the armed forces. Spouse of service member who incurred a 100% disability: The service member's DD-214 showing retirement, release, or discharge from active duty; a VA letter confirming a 100% or greater service-connected disability rating; and documentation verifying your marriage to the service member. Un-remarried widow or widower of a service member killed while performing active duty: A copy of the service member's DD-214 showing the service member was released or discharged from active duty due to their death while on active duty; documentation verifying the service member was killed performing active duty (DD 1300); documentation verifying marriage to the service member at the time the service member is killed while on active duty; AND a statement certifying you are the un-married widow or widower of the service member. Are you a current or former political Schedule A, Schedule C, Non-career SES or Presidential Appointee employee? Submit a copy of your applicable SF-50, along with a statement that provides the following information regarding your most recent political appointment: Position title; Type of appointment (Schedule A, Schedule C, Non-career SES, or Presidential Appointee); Agency; and Beginning and ending dates of appointment. You are not required to submit official documents at this time; copies are sufficient. Failure to provide such documents when requested may result in lost consideration. Special Instructions for Foreign Education: See Note in Education Section for additional information.

Additional information

The following links provide information on various hiring authorities that do not fall under competitive examining procedures; however, they may enable you to apply through merit assignment procedures, or be eligible for a non-competitive appointment. Career Transition Assistance Plan (CTAP) Interagency Career Transition Assistance Plan (ICTAP) Military Spouse Non-Competitive Hiring Authority Veterans Recruitment Act (VRA) Veterans Employment Opportunities Act (VEOA) 30% or more disabled veterans Persons with disabilities ICTAP and CTAP Eligibles: CTAP and ICTAP candidates will be eligible if it is determined that they have exceeded the minimum qualifications for the position by attaining at least a rating of 85 out of 100. Information about ICTAP eligibility is on the Office of Personnel Management's Career Transition Resources website at: Employee Guide to Career Transition Military Spouse: The spouse of a member of the armed forces seeking eligibility under the non-competitive hiring authority of certain military spouse MUST submit various required documentation by the closing date of the announcement in accordance with one of the three below eligibilities: Spouse of a member of the armed forces serving on active duty, Spouse of service member who incurred a 100% disability, or Un-remarried widow or widower of a service member killed while performing active duty. Please review the "Required Documents" Section for specific documents pertaining to each of the above eligibilities that MUST be included with your application, if you are applying as a Military Spouse. Current or Former Political Appointees: The Office of Personnel Management (OPM) must authorize employment offers made to current or former political appointees. If you are currently, or have been within the last 5 years, a political Schedule A, Schedule C, Non-career SES, or Presidential Appointee employee in the Executive Branch, you must disclose this information to the Human Resources Office. Reasonable Accommodations (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. 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 Requesting a Reasonable Accommodation for Online Assessments.