Administrative Specialist, GS-0301-09

    Department Of Homeland Security
    Washington, DC
    Full-time, Part-time

    Job Description

    • Duties
      Help Duties Summary

      This position is located in the Department of Homeland Security, United States Coast Guard, Deputy Commandant for Mission Support, Assistant Commandant for Engineering and Logistics (CG-4), Washington, DC.

      Learn more about this agency
      Responsibilities

      As an Administrative Specialist in the Assistant Commandant for Systems, Executive Assistant. This position is responsible for coordinating all correspondence which flows in or out of the office, and for ensuring that all Directorate support personnel are trained in and follow practices and procedures which are consistent with standard Coast Guard practices.

      Being a Coast Guard civilian makes you a valuable member of the Coast Guard team. Typical work assignments include:
      • Developing routine plans or schedules using standard references and existing information.
      • Arranging travel, conferences, hearing, briefings, questions & answer sessions, preparing agenda, notifies participants and handling all logistics associated with the event.
      • Conducting review of correspondence prepared by an operating organization unit for signature by management levels.
      • Preparing recommendations that involve minor changes to unit operating procedures or adjustments to automated system.
      • Handling basic, established requirements for supplies, property management, or office moves.
      • Devising and installing office procedures and practices to be used by subordinate assistants.
      Travel Required

      Not required

      Supervisory status

      No

      Promotion Potential

      09
    • Job family (Series)

      0301 Miscellaneous Administration And Program
    • Requirements
      Help Requirements Conditions of Employment
      • U.S. Citizenship is required.
      • Males born after 12/31/1959 must be registered for Selective Service.
      • This position requires a Secret clearance.
      • A one-year probationary period may be required.
      All qualification requirements must be met by the closing date of the announcement. This includes Time-In-Grade requirements for current status employees applying through merit promotion procedures. Status applicants applying for a promotion must have 52 weeks of service at the next lower grade.

      Qualifications

      You qualify at the GS-09 grade level if you possess one of the following:

      A. One (1) year of specialized experience at or equivalent to the GS-8 in the Federal service. Examples of specialized experience may include: monitoring the status of projects, reports, correspondence, appointments, managing/coordinating travel; serving as office timekeeper; ordering and receiving office supplies; maintaining office equipment; maintaining incoming and outgoing mail and greeting and escorting office visitors.

      B. A Master's or equivalent graduate degree; Two full years of progressively higher level graduate education leading to such a degree; (or an LL.B. or J.D., if related. Admin and Management positions only);

      C. A Combination of successfully completed graduate level education and specialized experience as described above. This will be calculated using your resume and unofficial transcripts or a list of courses/course hours submitted with your application. NOTE: Only graduate education in excess of the first year may be used to qualify for the GS-09 level. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work.

      Specialized experience is experience that has equipped you with the particular ability, skill, and knowledge to successfully perform the duties of this position and is typically in or related to this line of work.

      National Service Experience (i.e., volunteer 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.

      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.

      Education

      This position does not have a positive education requirement. If you are including education on your resume, report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. See Required Documents section for detail.

      FOREIGN EDUCATION: Education completed in foreign colleges or universities may be used to meet Federal qualification requirements if you can show that your foreign education is comparable to education received in accredited educational institutions in the United States. It is your responsibility to provide such evidence with your application. See Recognition of Foreign Qualifications click here

      Additional information

      Applicants will be required to complete questions contained on the Declaration for Federal Employment (OF-306) at the time a tentative job offer is made. Certain responses on the form could pose a problem with suitability for employment determinations. If you receive a conditional offer of employment for this position, you will be required to complete/make updates to the OF-306 and to sign and certify the accuracy of all information in your application, prior to entry on duty. False statements on any part of the application may result in withdrawal of offer of employment, dismissal after beginning work, or imprisonment.

      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 at click here

      Recruitment incentives may be authorized.

      All Federal employees are required to have Federal salary payments made by direct deposit.

      The Department of Homeland Security encourages persons with disabilities to apply, to include persons with intellectual, severe physical or psychiatric disabilities, as defined by 5 CFR 213.3102(u), and/or Disabled Veterans with a compensable service-connected disability of 30 percent or more as defined by 5 CFR 315.707. Veterans, Peace Corps/VISTA volunteers, and persons with disabilities possess a wealth of unique talents, experiences, and competencies that can be invaluable to the DHS mission. If you are a member of one of these groups, you may not have to compete with the public for federal jobs. To determine your eligibility for non-competitive appointment and to understand the required documentation, click on the links above or contact the Servicing Human Resources Office listed at the bottom of this announcement.

      More than one (1) selection may be made from this announcement if additional identical vacancies in the same title, series, grade, and unit occur within 45 days from the date the certificate was issued.

      If you need a reasonable accommodation for the application and hiring process, please contact 202-795-6328. Decisions on granting reasonable accommodation will be made on a case-by-case basis. Visit Reasonable Accommodation

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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.

      We will review your rsum and supporting documentation to ensure you meet the basic qualification requirements. If you meet the minimum qualifications, your experience, education and training will be rated using the on-line self assessment questions that are based on the following competencies or knowledge, skills, and abilities needed to perform this job:
      1. Skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems of a procedural or factual nature.
      2. Knowledge of the theory and principles of management and organization including administrative practices and procedures common to organizations.
      3. Ability to use qualitative and quantitative analytical techniques.
      4. Skill in conducting interviews with supervisors and employees to obtain information about organizational missions, functions and work procedures.
      Your resume and responses to the self-assessment questions are an integral part of the process for determining your qualifications for the position. Therefore, you must support your responses to the self-assessment questions by providing examples of past and present experience in your resume.

      If you are best qualified, you may be referred to the hiring manager for consideration and may be called for an interview.

      Consideration will be given to performance appraisals and incentive awards as an indicator of quality of prior experience; no points will be assigned.

      To preview questions please click here.

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      Background checks and security clearance

      Security clearance

      Secret

      Drug test required

      No

      Position sensitivity and risk

      Noncritical-Sensitive (NCS)/Moderate Risk

      Trust determination process

      Credentialing, Suitability/Fitness, National security
    • Required Documents
      Help Required Documents

      1. Your resume
      2. Your responses to the online questionnaire
      3. Current or former federal employees, submit a copy of your most recent SF-50, Notice of Personnel Action, that demonstrates your eligibility for consideration, e.g., length of time you have been in your current/highest grade. Examples of appropriate SF-50s include promotions, with-in grade increases. Performance award are not acceptable.
      4. If you are qualifying based on education, submit a legible copy of your unofficial college transcript from an accredited college/university. The transcript must reflect the college/university name and/or logo. Applicants are highly encouraged to proactively order a copy of their official transcripts to be delivered to their home address so transcripts will be readily available if selected. If selected, official transcripts are required prior to establishing your start date. Foreign education completed in foreign colleges or universities may be used to meet education requirements if you can show that it is comparable to education received in U.S. accredited institutions. Provide proof with your application. Please see click here.
      5. If you are claiming special priority selection rights under the Interagency Career Transition Assistance Program (ICTAP), you must submit a copy of your agency notice, most recent performance rating and most recent SF-50, noting your current position, grade level and duty location. If you have never worked for the federal government, you are not ICTAP eligible. To be considered eligible, you must be placed in the well-qualified category for this position. Please see ICTAP eligibility.
      6. If you are claiming veterans' preference, submit the following documents. Please see Feds Hire Vets for detail.
      a. Veterans claiming 5 point veterans' preference must submit legible Member 4 Copy DD214(s) indicating Character of Service. 5-point preference will not be granted if appropriate documentation is not submitted.
      b. 30% Disabled Veterans must submit their Member Copy 4 DD-214(s), which includes Character of Service, and VA Disability Letter with percentage of disability OR documentation of disability determination from a branch of the Armed Forces which reflects a compensable service-connected disability of 30% or more.
      c. Other 10 point Preference Eligibles must submit applicable Member Copy 4 DD-214(s), which includes Character of Service, and provide documentation of your other 10 point preference. If claiming 10 point preference, you must provide required documentation described on the back of the SF-15. 10-point preference will not be granted if appropriate documentation is not submitted with your application.
      d. If you are a current active duty military member who does not have a DD214 and is claiming preference under the Veterans Opportunity to Work (VOW) Act, you must submit certification from the Armed Forces indicating that you will be discharged or released under honorable conditions from active duty within 120 days from the date on the certification. Certifications must be on letterhead from the appropriate military branch and include: military dates of service and expected discharge or release date, character of service, military rank, type of discharge and date when terminal leave will begin. Certifications must be signed by, or by direction of military members' military personnel offices, unit commanders or higher headquarters.
      7. If you are requesting consideration under Executive Order 13473, you must submit proof of eligibility. At a minimum to confirm eligibility for purposes of appointment based on relocation under these provisions a spouse of a service member must provide a copy of the marriage certificate or other documentation verifying marriage and a copy of the military PCS orders assigning the service member to a certain post. The PCS orders must state the member's spouse was authorized on the military orders. Proof of eligibility based on disability and deaths resulting from active duty service is outlined here.
      8. OPM must authorize employment offers for former or current Political Appointees. 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 this information. Submit proof of your former or current status, such as your SF-50. Please see here.

      All documentation as outlined above must be received by the closing date of the announcement. If you are unable to submit your documents electronically, you may fax or mail the documents. A fax cover sheet will be provided to you from the system with fax number and instructions. Required documents will also be accepted by mail and must be received by the closing date of the announcement. The mailing address is COMMANDANT (CG123HQ), ATTN OFFICE OF CIVILIAN HUMAN RESOURCES (JOBS), US COAST GUARD, 2703 MARTIN LUTHER KING JR AVE SE STOP 7912, WASHINGTON, DC 20593-7912.

      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.
    • Benefits
      Help 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. Learn more about federal benefits.

      DHS offers competitive salaries and an attractive benefits package, including: health, dental, vision, life, and long-term care insurance; retirement plan; Thrift Savings Plan [similar to a 401(K)]; Flexible Spending Account; Employee Assistance Program; personal leave days; and paid federal holidays. Other benefits may include: flexible work schedules; telework; tuition reimbursement; transportation subsidies; uniform allowance; health and wellness programs; and fitness centers. DHS is committed to employee development and offers a variety of employee training and development opportunities. For more information, go to the DHS Careers website and select "Benefits". Disabled veteran leave will be available to any Federal employee hired on or after November 5, 2016, who is a veteran with a service-connected disability rating of 30 percent or more.

      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.
    Posting ID: 558253075Posted: 2020-05-21