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Administrative Specialist

Arlington, VA

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Administrative Specialist
Do you desire to protect American interests and secure our Nation while building a meaningful and rewarding career? If so, the Department of Homeland Security (DHS) is calling. DHS components work collectively to prevent terrorism, secure borders, enforce and administer immigration laws, safeguard cyberspace and ensure resilience to disasters. The vitality and magnitude of this mission is achieved by a diverse workforce spanning hundreds of occupations. Make an impact; join DHS.
Learn more about this agency
The National Protection and Programs Directorate (NPPD) leads the national effort to protect and enhance the resilience of the nation's physical and cyber infrastructure. Learn more about NPPD.
Who May Be Considered: Applications will be accepted from current NPPD status employees and Land Management Eligibles under the Land Management Workforce Flexibility Act.
Any offers of employment made pursuant to this announcement will be consistent with all applicable authorities concerning, including Presidential Memoranda, Executive Orders, interpretive U.S. Office of Management and Budget (OMB) and U.S. Office of Personnel Management (OPM) guidance, and Office of Management and Budget plans and policies concerning hiring. These authorities are subject to change.
The incumbent in this position manages administrative tasks for the OBIM Management Division. Duties include
Maintaining calendars, scheduling, setting up teleconferences and meetings, filing, event planning, and other administrative items.
Managing the division's task tracking system.
Leading the division's internal communication efforts.
Leading the preparation of division correspondence.
Conducting detailed analysis of complex functions and work processes.
Conducting management surveys and research projects
Travel Required
Not required
Supervisory status
Promotion Potential
#### Job family (Series)
0301 Miscellaneous Administration And Program
Conditions of Employment
You must be a U.S. citizen to apply for this position
You must successfully pass a background investigation
Selective Service registration required
Current Federal employees must meet time-in-grade requirements
This position will require a Bacdground Investigation/Suitability security clearance.
Travel not required, but is optional for training, conferences, and career development.
Current Federal employees must have served 52 weeks at the next lower grade or equivalent grade band in the Federal service. All qualifications and time-in-grade requirements must be met by the closing date of this announcement.
Applicants may qualify at the GS-11 level by one of the following:
A. Have at least one year of full-time specialized experience equivalent to the GS-9 grade level in the federal government performing duties requiring knowledge of administrative processes and procedures. Experience included assisting in managing the organization's task tracking system performing such duties as analyzing tasks where patterns are readily observable and working with other offices to resolve procedural discrepancies; participating in crafting the organization's internal communication efforts in such items as newsletters and internal messages; and conducting analysis of standardized and established functions and work processes of administrative or technical programs using qualitative and quantitative techniques.
B. Have completed three full years of progressively higher level graduate education leading to a Ph.D., or have a Ph.D. or equivalent degree at an accredited college or university in a field that provided the knowledge, skills, and abilities necessary to do the work. Such fields include business administration, public administration, economics, and finance. I am submitting my transcripts to support this claim.
C. Meet the complete requirements of Responses A or B by having a combination of experience described in A above and graduate education described in B above. Applicants must submit transcripts to support this claim. When combining education and experience, divide your number of graduate semester hours in excess of 36 by 18 (or your schools equivalent of one year of graduate education); then take the total number of months of qualifying experience and divide by 12 months; finally, add the two percentages. The total must equal at least 100 percent to qualify. Only the graduate education in excess of 36 semester hours may be combined with experience to qualify.
Applicants may qualify at the GS-12 level by the following:
Have at least one year of full-time specialized experience equivalent to the GS-11 grade level in the federal government requiring knowledge of administrative processes and procedures. Duties included managing the organization's task tracking system and resolving discrepancies in information such as deadlines, milestones, or competing objectives; developing briefing materials that explain potential benefits and costs for programs; and conducting studies concerning the efficiency and effectiveness of program operations adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity.
Essential Personnel:
This position may be designated as essential personnel. Essential personnel must be able to serve during continuity of operation events without regard to declarations of liberal leave or government closures due to weather, protests, and acts of terrorism or lack of funding. Failure to report for or remain in this position may result in disciplinary or adverse action in accordance with applicable laws, rules, and regulations (5 U.S.C. § 7501-7533 and 5 CFR Part 752, as applicable).
Additional information
Merit promotion and/or non-competitive referral lists may be issued based on the needs of the agency.
More than one selection may be made from this announcement.
Appointments are subject to the availability of funds.
Other recruitment incentives may be authorized.
This position has been designated exempt from bargaining unit representation under the national security provision of 5 USC Section 7112(B)(6).
All employees are required to participate in Direct Deposit/ Electronic Funds Transfer for salary payments.
Note about the information provided in your resume and supporting documentation: Your experience (paid and unpaid), education, awards, training and self-development will be evaluated as it relates to the position based upon the information provided in your resume/application and any other supporting documents.
National Service Experience
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.
DHS uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.
If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.
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How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Applicants will be evaluated on their resume and supporting documentation to ensure the basic qualifications requirements have been met. Applicants who meet the basic qualifications of the position will be evaluated on their experience, education and training using an Assessment Questionnaire that is based on the following competencies or knowledge, skills, and abilities needed to perform this job:
Administration - General
Administration - Technical
Oral Communication
To preview the Assessment Questionnaire, click ****Your responses to the assessment questionnaire will be reviewed along with the information provided in your resume and supporting documentation to determine if you are qualified for the position. If, after reviewing your resume and or supporting documentation, a determination is made that you have inflated your qualifications and or experience, you may lose consideration for this position. Please follow all instructions carefully. Errors or omissions may affect your eligibility.
Candidates who apply under Competitive Merit Promotion procedures will undergo a quality review to determine if they are best qualified based on the content of their resume and their responses to the questionnaire. Best qualified candidates will be referred if all required supporting documentation has been provided.
Candidate who apply under Noncompetitive and Special Hiring Authorities procedures will undergo a quality review to determine if they are minimally qualified based on the content of their resume, supporting documentation submitted and their responses to the assessment questionnaire.
If you are a current or former Federal employee, your resume must indicate the GS or pay band level for each position that you held. If your resume includes non-government service, such as work as a contractor, please include the salaries for each position held. All work experience should specify the length of time spent in the position (month/year) in order to receive proper credit in evaluating your related experience. One year of specialized experience is equivalent to 12 months at 40 hours per week. Part-time hours are prorated.
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Background checks and security clearance
Security clearance
Public Trust - Background Investigation
Drug test required
Required Documents
Required Documents
Please refer to the How To Apply section for a list of required documents to be submitted.
IMPORTANT NOTE ABOUT THE SF-50 TO BE SUBMITTED: Current or former Federal employees MUST submit a copy of their SF-50 Form which shows competitive service appointment, tenure group, grade, and salary. Your SF-50 must also show that you are a current NPPD/Land Management agency employee. If you are applying for a higher grade, please provide the SF-50 Form which shows the length of time you have been in your current/highest grade (examples of appropriate SF50s include promotions, With-in Grade/Range Increases, and SF-50s over one year old). If you have promotion potential in your current position, please provide proof. Employees applying with an interchange agreement must provide proof of their permanent appointment. IF YOU DO NOT SUBMIT ALL OF THE REQUIRED DOCUMENTATION, YOU WILL NOT RECEIVE CONSIDERATION AS A STATUS CANDIDATE
If you are a displaced Federal employee within in the local commute area of this announcement, you must include ALL the following documents to receive CTAP consideration for this vacancy:
Proof you are a displaced Federal employee under 5 CFR 330.602 . (e.g., one of the following: RIF Separation Notice; Notice of Proposed Removal for Declining a Transfer of Function)
SF-50s (Notification of Personnel Action) sufficient to show all of the following : 1) that you held career/career-conditional competitive status in your position of record; 2) the promotional potential of your position of record; and 3) the duty location of your position of record. (NOTE: You may need to submit more than one SF-50.)
Most Recent Performance Appraisal
Agency Career Transition Assistance Program (CTAP) Eligibles: If you have never worked for the Federal government, you are not CTAP eligible. Information about CTAP eligibility can be found by clicking here to access OPM's Career Transition Resources website. To be considered well qualified under CTAP, you must be rated at a minimum score of [85 or above per NPPD Merit Promotion Plan Guidelines] for this position. In addition, you must submit the supporting documents listed under the How To Apply section of this announcement.
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.
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. Learn more about federal benefits.
Review our benefits
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
How to Apply
To apply for this position, you must provide a complete Application Package by the closing date of this announcement which includes:
Your Resume
A complete Assessment Questionnaire
Other supporting documents:
SF-50, Notification of Personnel Action (showing that you are a current DHS/Land Management agency employee)
Veterans Preference Documentation, if applicable
A complete Application Package must be received by 11:59 PM, Eastern Time, on the closing date of 08/23/2018.
To begin, click Apply Online to access an online application. Follow the prompts to select your USAJOBS resume and/or other supporting documents. You will need to be logged into your USAJOBS account or you may need to create a new account.
You will be taken to an online application. Complete the online application, verify the required documentation, and submit the application.
You will receive an email notification when your application has been received for the announcement.
To verify the status of your application, log into your USAJOBS account, select the Application Status link and then select the More Information link for this position. The Application Status page will display the status of your application, the documentation received and processed, and your responses submitted to the online application. Your uploaded documents may take several hours to clear the virus scan process.
If you cannot apply online:
You are encouraged to apply online. If you are unable to apply online, please use the Alternate Application link listed in the Other Information section of this vacancy announcement. Applicants are strongly encouraged to apply online if at all possible. Applying online, through your USAJOBS account, will expedite the application process and allow you to check your application status as well as verify the documentation submitted with your application. If you utilize the Alternate Application method, your USAJOBS account will not display this application and you will not receive status updates.
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Agency ****
245 Murray Drive Bldg 410
Washington, DC 20528
Learn more about this agency
Next steps
Once your application and supporting documentation have been received, you will receive an acknowledgement email that your submission was successful. Your qualifications will be evaluated as described in this announcement and, based upon your score, you may be referred to the hiring official for further consideration. You may be contacted directly by the hiring office for a possible interview.
Your application status will also be updated on USAJOBS throughout the process. To check your status, log on to your USAJOBS account, click on Application Status and then click More Information. We expect to make a final job offer within 30 to 60 days after the deadline for applications for this position. If you are selected, a suitability/security background investigation will be conducted.
You will receive notice via email or by mail, if no email address was provided by you during the application process, once this process is completed (generally within 30-60 days).
For more information on applying for Federal employment, please visit USAJOBS.
Thank you for your interest in the Department of Homeland Security, National Protection and Programs Directorate!
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Fair & Transparent
Fair & Transparent
The Federal hiring process is setup to be fair and transparent. Please read the following guidance.
Equal Employment Opportunity Policy
The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.
Equal Employment Opportunity (EEO) for federal employees & job applicants
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Reasonable Accommodation Policy
Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.
A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.
Under the Rehabilitation Act of 1973, federal agencies must provide reasonable accommodations when:
An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job.
An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace.
An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events.
You can request a reasonable accommodation at any time during the application or hiring process or while on the job. Requests are considered on a case-by-case basis.
Learn more about disability employment and reasonable accommodations or how to contact an agency.
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Legal and regulatory guidance
Financial suitability
Social security number request
Privacy Act
Signature and false statements
Selective Service
New employee probationary period
This job originated on ****For the full announcement and to apply, visit ****Only resumes submitted according to the instructions on the job announcement listed at ****will be considered.
Open & closing dates:
08/10/2018 to 08/23/2018
Pay scale & grade:
GS 11 - 12
$68,036 to $106,012 per year
Appointment type:
Work schedule:
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