Department of State
This position is located in the Office of the Executive Director (S/ES-EX), Executive Secretariat. S/ES-EX provides day-to-day administrative and logistical support to the Secretary, Deputy Secretary and Under Secretaries. S/ES-EX also coordinates the administrative and logistical support for all foreign and domestic travel by the Secretary, Deputy Secretary and Under Secretaries.
The Staff Specialist performs administrative duties in support of the Executive Director, including liaison, coordination, information control, and developing internal procedures and guidance.
This position is eligible for telework; additional criteria will be required (e.g., supervisory approval).
Serves as a point of contact among the Executive Director's office, the Secretary and Deputy Secretary's office and other high-ranking offices of the Department, other departments, agencies and private organizations. As necessary, ascertains potential problems by interpreting proposals and comparing them with the views and policies of the Executive Director and other personnel for any potential discrepancies that should be brought to the Director's attention.
Serves as primary point of contact for the Executive Director in his/her absence and when traveling with the Secretary. Responsible for a wide range of administrative duties pertaining to the Secretary's foreign travel, including attending meetings in the Executive Director and Deputy's absence to discuss the Secretary's foreign travel.
Ensures continuous, smooth paper flow to and from the office. Drafts minutes of meetings capturing any commitments, decisions, or recommendations and presents to the appropriate personnel for discussion and follow up with the Executive Director.
Drafts briefing and action memoranda in final format for the signature of the Executive Director, and initiates action on correspondence which does not require the Director's personal attention, routing final processed document through the staff for clearance before final processing. Drafts other correspondence for the signature of the Executive Director, or other senior members of the staff, on a variety of substantive subjects, not of a policy nature.
Identifies and resolves issues related to work flow, efficiency, and effectiveness of organizational operations. Develops work processes, methods and metrics for reviewing organizational participation in inter-bureau and inter-agency meetings, tasking officers, and tracking timely submission.
Occasional travel - Occasional travel may be required for training.
Who May Apply
This job is open to...
Agency Employees Eligible for Promotion or Reassignment and Employees in the Agency Overseas Development Program (ODP) Exercising Reemployment Rights Only
Job family (Series)
Conditions of Employment
U.S. Citizenship is required.
Incumbent will be subject to random drug testing.
One-year probationary period, unless excepted by regulation.
Must be able to obtain and maintain a Top Secret security clearance.
Federal applicants must have served 52 weeks at the next lower grade to satisfy time-in-grade restrictions contained in 5CFR 300, Subpart F.
Applicants must meet all the required qualification requirements, including education, and any selective placement factors described below by the closing date of this announcement.
If you are qualifying based on education OR if there are mandatory education requirements listed below, you MUST submit a copy of your college transcript with your application.
Applicants must meet time-in-grade and time after competitive appointment requirements, by the closing date of this announcement.
Applicants must have 1 year of specialized experience equivalent to the GS-11 level in the Federal service which provided the applicant with the particular knowledge, skills and abilities to perform the duties of the position.
Qualifying specialized experience must demonstrate the following:
Experience applying analytical and evaluative methods and techniques to evaluate the efficiency and effectiveness of program operations.
Experience monitoring and tracking document flow between multiple offices/parties to ensure deadlines are met and correct grammar and formatting.
Experience planning and organizing administrative studies to improve workflow, efficiency, and effectiveness of organizational operations.
There is no substitute of education for specialized experience for the GS-12 position.
See the qualifications section of this vacancy announcement for education requirements, if applicable.
For reasonable accommodation at the U.S. Department of State, please contact the Office of Accessibility and Accommodations at (202) 663-3474 or ReasonableAccommodations@state.gov.
More than one selection may be made from this announcement if additional vacancies in the same title, series, grade, and unit occur.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Your qualifications will be evaluated on the following knowledge, skills, abilities (KSAs) and other characteristics that are relevant to the duties of this position and must be fully supported by information in your resume:
Ability to apply knowledge of administrative laws, policies, regulations, and precedents applicable to the administration of key programs.
Ability to analyze and evaluate data or information.
Ability to make recommendations to improve efficiency.
Ability to communicate orally and in writing.
Your resume serves as the basis for qualification determinations and must highlight your most relevant and significant work experience and education (if applicable) as it relates to this job opportunity. 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). Your resume must include the dates of all qualifying experience (from month/year to month/year) and the number of hours worked/volunteered per week. For assistance with creating a resume, please click .
Qualified candidates are assigned a score between 70 and 100. Agency Career Transition Assistance Program (CTAP) or Interagency Career Transition Assistance Program (ICTAP) candidates must be rated Well Qualified for the position and earn a score of at least 85 (when applicants are rated in a range of 70 to 100) to receive consideration for special priority.
If, after reviewing your resume and self-assessment questionnaire responses and a determination is made that you have inflated your qualifications and/or experience, a score will be manually determined that reflects your documented experience. This may result in a lower score, which may also eliminate you from consideration for this position.
Applicants must meet all the qualification requirements and submit any required supporting documentation by the closing date of this job opportunity. Applicants found to be among the top qualified candidates will be referred to the hiring official for further consideration and possible interview.
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Background checks and security clearance
All required documents listed below, that are applicable to you, must be submitted to our automated system Gateway to State by 11:59 p.m. Eastern Time (ET) on the closing date of this announcement.
1. Resume - your resume or any other written format you choose should contain the required information as specified in the How You Will Be Evaluated section. Insufficient information will result in an ineligible rating.
2. A completed online job specific self-assessment questionnaire through the Department's automated system Gateway to State.
3. Transcripts - if applicable, see the Qualifications section of the announcement. If selected, an official/sealed college transcript(s) will be required to verify education prior to employment.
4. If you are qualifying based on other criteria listed under the Qualification Section of this announcement, you must submit the required supporting documentation (certificates, certifications, etc.) with your application by the closing date.
5. Current eligible DOS employees (per 3 FAM 2315) including non-competitive applicants must submit a SF-50 (Notification of Personnel Action) that shows the effective date, position title, series, grade, salary, tenure, position occupied, full promotion potential, AND submit a copy of your most recent completed annual performance appraisal that includes the final rating. If a performance appraisal does not exist, is incomplete or unavailable, a Form or equivalent form from another agency signed by the current supervisor is acceptable. Mid-year progress reviews will not be accepted.
6. If you are a current Overseas Development Program (ODP) participant who is returning from your overseas assignment you must submit a signed copy of your Mobility Agreement.
7. CTAP eligibles must submit a copy of the appropriate documentation with their application. See link below:
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 .
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. .
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 carefully read all the instructions before you begin the application process.
To apply for this job opportunity, you must submit a resume and an on-line application through the Office of Personnel Management's (OPM) application system, USAJOBS. This information will be transferred to the Department of State's Gateway to State Automated Application System.
You have until 11:59 p.m. Eastern Time (ET) on the closing date of this announcement to complete the following four-step application process:
Select the Apply On-line button and follow the instructions to register or sign into USAJOBS.
Submit a detailed resume or any other written format you choose documenting your job-related qualifications, experience, and education (if applicable). Cover letter is optional. If you submit a cover letter, you must also submit a resume. Please see the How You Will Be Evaluated section for specific information that should be outlined in your resume.
Answer the job-specific self-assessment questions on-line through the Gateway to State automated application system. These questions will be used to evaluate your qualifications and experience for this job opportunity.
Submit all required documentation, applicable to you, listed in the Required Documents section of this job opportunity to the Department's automated application system Gateway to State prior to the closing date of this announcement. For instructions on how to view the status of your supporting documentation, please click .
Technical assistance with your on-line application can be obtained by contacting the Help Desk at firstname.lastname@example.org OR by calling (866) 656-6830 or (703) 269-4944 between the hours of 7:00 a.m. and 7:00 p.m. ET.
ALTERNATE APPLICATION PROCEDURES
If applying online poses an extreme hardship, you may request alternate application procedures to submit your application package by fax. Contact the Human Resources office listed on the announcement between the business hours of 8:15 a.m. and 5:00 p.m. ET, at least two working days prior to the closing date of this announcement. The application package for alternate application procedures must be submitted and received in the Human Resources office no later than 11:59 p.m. ET on the closing date of this announcement.
Paper applications and information sent by mail WILL NOT BE ACCEPTED.
Agency contact information
U.S. Department of State
HR Service Center
1999 Dyess Ave.
Charleston, South Carolina
After all application packages have been received, we will review your resume to ensure you meet the basic qualification requirements. After we review and evaluate all applications, the most highly qualified candidates will be referred to the hiring manager for further consideration for possible interviews in approximately two weeks after the announcement closes. After a tentative job offer, we will conduct a suitability review and/or security background investigation, which generally take an average of at least two to six months.
You will be notified up to four times during the hiring process:
1. Upon receipt of your application.
2. Upon minimum qualification determinations.
3. After the certificate is issued.
4. After final selection is made.
For instructions on how to view the status of your application, please click
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
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 and hiring process 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.
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Legal and regulatory guidance
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.