Administrative Specialist

Summary

This position is located in the Department of Health and Human Services, Office of the General Counsel, headquartered in Washington, District of Columbia. This announcement will close at 11:59 PM, on the day that 100 applications have been received or the closing date of the announcement, whichever comes first.

Duties

WHAT YOU'LL BE DOING DAY TO DAY As an Administrative Specialist, you will use your knowledge and experience to optimize business results and customer experience by: Coordinating administrative activities by organizing meetings, maintaining schedules, tracking action items, and supporting committees, boards, conferences, and other program events. Planning and coordinating administrative support for committees, boards, conferences, and other organizational activities by developing agendas, organizing background materials, tracking action items, and facilitating follow-up on assigned actions. Providing executive administrative support by managing leadership schedules, coordinating meetings, travel, and briefings, and facilitating communication between senior leadership and internal and external stakeholders. Coordinating administrative operations by disseminating organizational guidance, managing official correspondence, tracking administrative requirements, and serving as a central point of contact to support office operations. Qualifications

WHAT WE ARE LOOKING FOR GS-09 Minimum Qualifications: You must have one year specialized experience to perform successfully the duties of the position. To be creditable, specialized experience must have been equivalent to at least the GS-07 grade level in the Federal service performing ALL of the following: Preparing and reviewing administrative documents, compiling background information, and supporting office operations to facilitate program or organizational activities. Drafting correspondence, compiling information from multiple sources, and preparing reports or presentations to support administrative or program operations. Analyzing administrative issues by collecting and evaluating information from multiple sources, identifying alternatives, and developing recommendations to support program or organizational activities. OR Have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. OR Have a combination of education and experience that meets 100% of the qualification. GS-11 Minimum Qualifications: You must have one year specialized experience to perform successfully the duties of the position. To be creditable, specialized experience must have been equivalent to at least the GS-09 grade level in the Federal service performing ALL of the following: Preparing and reviewing decision documents, reports, and other programmatic materials by gathering, analyzing, and organizing information to support administrative or organizational objectives. Preparing executive-level correspondence, reports, presentations, and briefing materials by synthesizing information from multiple sources to support organizational planning and decision-making. Analyzing administrative or program issues by gathering and evaluating information from multiple sources, developing recommendations, and resolving administrative support problems to improve organizational effectiveness. OR Have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related OR Have a combination of education and experience that meets 100% of the qualification. Documenting experience: IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Qualifications are based on breadth/level of experience. In addition to describing duties performed, applicants must provide the exact dates of each period of employment (from MM/YY to MM/YY) and the number of hours worked per week if part time. As qualification determinations cannot be made when resumes do not include the required information, failure to provide this information may result in disqualification. Applicants are encouraged to use the USAJOBS Resume Builder to develop their federal resume. Do not copy and paste the duties, specialized experience, or occupational application questionnaire from this announcement into your resume as that will not be considered a demonstration of your qualifications for this position. In accordance with Office of Personnel Management policy, federal employees are assumed to have gained experience by performing duties and responsibilities appropriate for their official series and grade level as described in their position description. Experience that would not normally be part of the employee's position is creditable, however, when documented by satisfactory evidence, such as a signed memorandum from the employee's supervisor or an SF-50 or SF-52 documenting an official detail or other official assignment. The documentation must indicate whether the duties were performed full time or, if part time, the "percentage of times" the other duties were performed. It is expected that this documentation is included in the employee's official personnel record. In order to receive credit for experience in your resume that is not within the official series and grade level of your official position, you must provide a copy of the appropriate documentation of such experience as indicated above. 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; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to gain employment. You will receive credit for all qualifying experience, including volunteer experience. If such experience is on a part-time basis, you must provide the average number of hours worked per week as well as the beginning and ending dates of the experience so it can be fully credited. OPM Qualification General Policies Website

Education

Foreign Education: If you are using education completed in foreign colleges or universities to meet the qualification requirements, you must show that the education credentials have been evaluated by a private organization that specializes in interpretation of foreign education programs and such education has been deemed equivalent to that gained in an accredited U.S. education program; or full credit has been given for the courses at a U.S. accredited college or university. For further information, visit: http://www.ed.gov. Note: Applications can be accepted from students who expect to complete qualifying education within 9 months from the date of application. Education was completed successfully before the applicant can be appointed. How You Will Be Evaluated

You will be evaluated based on how well you meet the qualifications listed in this announcement. Evaluation will be based on your application materials (such as your resume and supporting documents), your responses to the application questionnaire, and the results of all required assessments. Resume Requirement Your resume must not exceed two (2) pages in length. Minimum Qualification Question As part of the application process, you must answer a minimum qualification question addressing whether you meet the Specialized Experience required for this position, as described in this announcement. Your response must be supported by the experience documented in your resume. If your resume does not demonstrate the required Specialized Experience, you may be found not qualified. Assessment Process USA Hire Technical Assessment You are required to complete a USA Hire technical assessment to evaluate the job-related knowledge, skills, and abilities required for this position. HR Resume Review Human Resource (HR) Specialists will review your resume to determine whether you meet the required Specialized Experience. Applicants who successfully pass the assessment(s) may be referred to the Hiring Manager for consideration. You must complete all required steps in the process, including submitting an application and resume and participating in the structured interview, to be considered for this position. Additional selections may be made for similar positions across the Department of Health and Human Services (HHS) within the local commuting area(s) of the location identified in this announcement. By applying, you agree to have your application shared with any interested selecting official(s) at HHS. Clearance of CTAP/ICTAP will be applied for similar positions across HHS. In accordance with Executive Order 12564 of September 14, 1986, The Department of Health and Human Services (HHS) is A Drug-Free Federal Workplace. The use of illegal drugs, on or off duty, by Federal employees is inconsistent not only with the law-abiding behavior expected of all citizens, but also with the special trust placed in such employees as servants of the public. For PHS Commissioned Corps (CC) Officers: PHS Commissioned Corps (CC) Officers interested in performing the duties of this position within the commissioned Corps may apply online to this announcement. Candidates will be referred as CC personnel and not as candidates for conversion to a permanent career or career-conditional appointment. For Competitive Merit Promotion and Veterans Employment Opportunities Act (VEOA) Applicants: The highest rated candidates will be referred to the hiring agency. For Noncompetitive Applicants: All qualified candidates will be referred to the hiring agency. Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics): Attention to Detail Customer Service Data Collection Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Organizational Awareness Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Written Communication To preview the application questionnaire, click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/13035947 Other Information

THINGS YOU NEED TO KNOW Incentives may be authorized; however, this is contingent upon multiple factors, including funds availability. If authorized, certain incentives may require you to sign a service agreement to remain in the Federal government for a period of up to 3 years. Note: This statement does not imply nor guarantee an incentive will be offered and paid. Incentives may include the following: moving expenses, recruitment or relocation incentive; student loan repayment, superior qualifications appointment, creditable service for annual leave for prior non-federal work experience or prior uniformed military service, etc. Bargaining Unit Position: No Research position: No Drug Screening Required: No Applicants selected for this position will be subject to reasonable suspicion and post-accident drug testing upon hiring. Special Hiring Authorities for Veterans - https://www.usajobs.gov/Help/working-in-government/unique-hiring-paths/veterans/ Special Hiring Authorities for Military Spouses - https://www.usajobs.gov/Help/working-in-government/unique-hiring-paths/military-spouses/ People With Disabilities (Schedule A) - https://help.usajobs.gov/index.php/Individuals_with_Disabilities Career Transition Assistance Program/Interagency Career Transition Assistance Program (CTAP/ICTAP): For information on how to apply as an CTAP/ICTAP eligible see http://opm.gov/rif/employee_guides/career_transition.asp#ictap. To be well-qualified and exercise selection priority for this vacancy, displaced Federal employees must be rated at 85.0 or above on the rating criteria for this position. Beginning January 1, 2010, agencies must seek prior approval from OPM before they can appoint a current or recent political appointee to a competitive or non-political excepted service position at any level under the provisions of title 5, United States Code. If you are currently, or have been within the last 5 years, a political Schedule A, Schedule C, or Non-career SES employee in the executive branch, you MUST disclose that to the Human Resources Office.