Administrative Specialist (Open to both U.S. Citizens and Federal Employees)

Job Responsibilities : Administrative Specialist (Open to both U.S. Citizens and Federal Employees)

Salary : $76130 per year

Company : US Federal Highway Administration

Location : Remote US

Educational requirements : Graduate

Duties

As an Administrative Specialist you will:

  • Manage the issuance and updates of the Administrative Procedures Manual coordinating updates with the authors of the individual chapters and suggesting editorial and formatting changes as needed.
  • Write and/or edit documents for public or internal FHWA/WFLHD distribution; conduct fact-finding interviews and research from internal and external sources; and edits and formats final documents as needed.
  • Serve as a Trusted Agent and Personal Identity Verification (PN) Coordinator to enroll activate and provision PIV cards for WFLHD employees and contractors.
  • Independently negotiate with requesters to ensure the completeness and accuracy of requested information.
  • Provide guidance to WFLHD employees engaged in records searches and in providing disclosure recommendations to the office.
  • Serve as back-up to the Freedom of Information Act (FOIA) Coordinator and is responsible for analyzing and evaluating requests to determine eligibility for release of information. In the absence of or in coordination with the FOIA officer consult with WFLHD Legal Counsel to discuss and resolve complex issues.
  • Coordinate and manage a variety of Administrative programs and procedures to include ID card security program telework program and office wide-communications.

The ideal candidate is an administrative professional with a background in a variety of administrative matters policies and procedures and is ready to take on greater responsibility.

Requirements

Conditions of Employment

  • You must be a U.S.Citizen and eligible for consideration.
  • You must meet specialized experience to qualify.
  • Required documents must be submitted by the closing date.
  • Submit application and resume online by 11:59 PM EST on the closing date.

CONDITIONS OF EMPLOYMENT:

  • SELECTIVE SERVICE: Males born after 12/31/1959 must be registered for the Selective Service.
  • GOVERNMENT TRAVEL CARD: This position involves travel. A government contractor-issued travel card will be issued and must be retained for official business only.
  • PCS/RELOCATION/RECRUITMENT: Permanent Change of Station (PCS) Relocation and Recruitment Incentive authorization varies by position/selection.
  • PROBATIONARY PERIOD: You must complete a one-year probationary period (unless already completed).
  • TIME-IN-GRADE: Federal applicants must have served 52 weeks at the next lower grade in the competitive or excepted service in the executive branch to satisfy time-in-grade restrictions contained in 5 CFR 300 Subpart F.
  • DEU REQUIREMENTS: Applicants selected under delegated examining procedures may be required to successfully complete a one-year probationary period (unless already completed).
  • BACKGROUND INVESTIGATION: You will be required to complete a background/security investigation and meet preliminary requirements prior to onboarding.
  • TELEWORK ELIGIBILITY: This position is approved for occasional telework. The number of telework days approved is determined by the agency policy emergency situations the approval of your immediate supervisor and if applicable approval of additional officials. You are required to report to the office on a regular basis since this is not a full-time telework position or approved as a remote work position.

Qualifications

To determine if you are eligible review the following grade specific details. You will be asked questions as part of your application but make sure to verify how you meet this experience and/or education in your resume and/or uploaded transcripts or you may be deemed ineligible.

For the GS-09:

To qualify on Experience you must have at least one year of experience equal or equivalent to the GS-05 grade level which included performing work such as or related to:

  • Experience providing administrative support and assisting in managing internal administrative programs; AND
  • Experience interpreting and applying administrative policies and procedures.

Or to qualify on Education you must have at least 2 years of progressively higher level graduate education leading to a master’s degree or have been awarded a master’s or equivalent graduate degree. Transcript(s) are required for verification.

You can also qualify based on a combination of graduate education and experience. This must be fully supported in your included resume and transcripts.

KNOWLEDGE SKILLS AND ABILITIES (KSAs): Your qualifications will also be evaluated on the basis of your level of knowledge skills abilities and/or competencies in the following areas:

  • Administration and Management – Knowledge of planning coordination and execution of business functions resource allocation and production.
  • Written Communication – Writes in a clear concise organized and convincing manner for the intended audience.
  • Oral Communication – Makes clear and convincing oral presentations. Listens effectively; clarifies information as needed.

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.

Applicants must meet all qualification requirements by the closing date of this announcement.

Additional information

This announcement may be used to fill additional positions if similar vacancies occur within 90 days of the issue date of the referral certificate.

  • 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. Opens in a new windowLearn 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 You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

DESCRIBING YOUR EXPERIENCE: PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. If your resume/ application does not support your questionnaire answers we will not allow credit for your response(s). Your resume must contain sufficiently detailed information upon which to make a qualification determination. Please ensure that your resume contains specific information such as position titles beginning and ending dates of employment for each position average number of hours worked per week and if the position is/was in the Federal government you should provide the position series and grade level.

To compete with U.S. Citizens: If you meet the qualification requirements your application will be placed in one of two categories: Qualified and Well Qualified which is based upon your responses to the vacancy questions. Within these categories applicants eligible for veteran’s preference that have provided supporting documents will receive selection priority over non-veterans. The top rated applications will be reviewed for the quality of your experience education and training relevant to the position.

To compete with other competitive status government employees: If you meet the qualification requirements your application will be scored based upon your responses to the vacancy questions. The top rated applications will be reviewed for the quality of your experience education and training relevant to the position. If referred all relevant documents including performance appraisals and awards submitted with your application package will be forwarded to the hiring official for review.

Eligible Federal employees also seeking consideration for noncompetitive reassignment for this position must indicate interest in the assessment. In eligibility question 14: select Yes/Other/Former Incumbency of a Position brought into the Competitive Service. Noncompetitive federal candidates must have competitive status on a SF-50 meet minimum qualifications have served at the same grade or higher and held or exceeded the promotion potential of this position.

All applicants: Your application will be rated on the extent and quality of your experience education and training relevant to the position. The answers you select in the on-line process must be substantiated in your application package. If upon review it is determined that your described work history competencies and/or supporting documents do not support your answer choices your application may be updated on your behalf or you may not be referred to the selecting official. Please ensure that your work history provides enough details to support your answers. The Automated Staffing Office is ultimately responsible for determining your final rating.

You may
preview questions
for this vacancy.

  • 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. Opens in a new windowLearn 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.

  • Required Documents

    As a new or existing federal employee you and your family may have access to a range of benefits. Your benefits depend on the type of position you have – whether you’re a permanent part-time temporary or an intermittent employee. You may be eligible for the following benefits however check with your agency to make sure you’re eligible under their policies.

    RESUME – All applicants must provide a resume created within USA Jobs Resume Builder that shows relevant experience education and support the required specialized experience. Formatted resumes can by uploaded later in the application process.

    TRANSCRIPTS are REQUIRED if there is a stated education requirement for the series OR if you are substituting education for experience. The transcripts need not be official but must show that you meet the stated education requirements including specific major or class requirements.

    PERFORMANCE APPRAISALS/INCENTIVE AWARDS: If applicable performance appraisals and/or Incentive award documentation may be submitted and forwarded to the selecting official in consideration of your application. To receive credit 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 dated within the last 18 months (i.e. performance awards special act or achievement awards quality step increases etc.).

    VETERANS: Your last DD214 (member 4 copy) Certificate of Release or Discharge From Active Duty that shows the type of discharge and all dates of active duty is required to verify your eligibility.

    • If applying to a vacancy opened to all US Citizens under category rating and wish to be considered as a preference eligible you need to submit a copy of your DD214 (member-4 copy).
    • If claiming preference eligibility as a disabled veteran you must submit proof of entitlement of this preference which is normally a valid letter from the Department of Veterans Affairs certifying to the present existence of the service-connected disability and indicating the percentage of your disability. An SF-15 is desired but not required.
    • If applying to a vacancy opened Status and you are requesting consideration under Veteran’s Employment Opportunity Act (VEOA) (https://www.fedshirevets.gov/job/shav/#veoa) you need to provide a copy of your last DD214 (member-4 copy) which verifies your military service dates reason for separation OR certification of separation that shows a discharge date within 120 days of the closing of this announcement and eligibility for consideration under the Veterans Employment Opportunity Act.

    FEDERAL APPLICANTS: You must submit SF-50(s) that verify your highest competitive grade full performance level and eligibility as a federal applicant. DO NOT submit an award SF-50 as these often do not verify grade or eligibility. For consideration for a promotion Box 4 of the SF-50 must show a date that is at least 52 weeks prior to the job announcement closing. We recommend submitting your last promotion SF-50 or within-grade increase SF-50. Pay adjustment raise GEN ADJ SF-50s for the current year will NOT support the 52 weeks’ time-in-grade requirements. https://www.usajobs.gov/Help/working-in-government/service/SF-50/

    NON COMPETITIVE APPLICANTS: If requesting concurrent consideration for Non-competitive (NC) appointment eligibility you must provide the appropriate SPECIAL APPOINTING AUTHORITY DOCUMENTS such as PCS orders (military spouse) describing move & marriage certificate; letter from VA or DD214 describing 100% disability of spouse; letter from State Vocational Office certifying disability (schedule A) etc. For more information visit military spouse NC appointments or Persons with Disabilities NC appointments.

    DISPLACED EMPLOYEES: If requesting consideration under the Career Transition Assistance Program (CTAP) or Interagency CTAP program (ICTAP) you must meet the well qualified standards for this vacancy (meeting minimum requirements for position and scoring at least an 85) and provide all of the following documents: 1) your most recent performance appraisal AND 2) the proof of eligibility letter from the Agency AND 3) your most current SF-50 displaying current series and grade. Displaced employees may be eligible for ICTAP or CTAP priority consideration. For more information please review the OPM Employee’s Guide to Career Transition.

    Failure to submit any of the required documents by the closing date of the vacancy will result in your removal from consideration for this position. Please review your application prior to final submission and ensure you have submitted all appropriate documents. Uploading documents to USAJobs does NOT ensure inclusion with your application to our system. You must verify that the documents are in the system with your application prior to final submission.

    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.

  • How to Apply

    You must submit a complete application package (including resume vacancy questions and supporting documents) no later than 11:59 (EST) on the closing date of the announcement.

    • To begin click the Apply Online button on the job announcement posting.
    • Follow the directions to register submit all required documents and complete the assessment questionnaire.
    • You may review your saved application(s) at https://my.usajobs.gov.

    If you are having difficulty applying online please contact the DOT Automated Staffing Office via email at: [email protected]

    Agency contact information

    Automated Staffing Office

    Phone

    000-000-0000

    Fax

    000-000-0000

    Email

    [email protected]

    Address

    DOT FEDERAL HIGHWAY ADMINISTRATION

    Submit Application and Documents Online

    1200 New Jersey Ave SE / HAHR – 50

    Washington District of Columbia 20590

    United States

    Next steps

    You may check your application status by logging into USAJobs.com. (Select My USAJOBS and click Applications). Within two weeks of the closing date a Human Resources Specialist will evaluate your application. Ratings will be determined based on the documents and information received by the closing date. Qualified candidates will be assigned a category not including points that may be assigned for veterans’ preference. If the vacancy is advertised under status your application will be scored on a scale between 70 – 100. The most highly qualified candidates are then referred to the hiring manager for further consideration. If the vacancy was advertised under category rating then the appropriate veteran’s preference will be applied. If you are selected for an interview the hiring agency will contact you directly. Once the position is filled we will notify all applicants of their final status.

  • Fair and Transparent

    The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

    • Equal Employment Opportunity (EEO) Policy
    • Reasonable accommodation policy
    • Financial suitability
    • Selective Service
    • New employee probationary period
    • Signature and false statements
    • Privacy Act
    • Social security number request

Required Documents

RESUME – All applicants must provide a resume created within USA Jobs Resume Builder that shows relevant experience education and support the required specialized experience. Formatted resumes can by uploaded later in the application process.

TRANSCRIPTS are REQUIRED if there is a stated education requirement for the series OR if you are substituting education for experience. The transcripts need not be official but must show that you meet the stated education requirements including specific major or class requirements.

PERFORMANCE APPRAISALS/INCENTIVE AWARDS: If applicable performance appraisals and/or Incentive award documentation may be submitted and forwarded to the selecting official in consideration of your application. To receive credit 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 dated within the last 18 months (i.e. performance awards special act or achievement awards quality step increases etc.).

VETERANS: Your last DD214 (member 4 copy) Certificate of Release or Discharge From Active Duty that shows the type of discharge and all dates of active duty is required to verify your eligibility.

  • If applying to a vacancy opened to all US Citizens under category rating and wish to be considered as a preference eligible you need to submit a copy of your DD214 (member-4 copy).
  • If claiming preference eligibility as a disabled veteran you must submit proof of entitlement of this preference which is normally a valid letter from the Department of Veterans Affairs certifying to the present existence of the service-connected disability and indicating the percentage of your disability. An SF-15 is desired but not required.
  • If applying to a vacancy opened Status and you are requesting consideration under Veteran’s Employment Opportunity Act (VEOA) (https://www.fedshirevets.gov/job/shav/#veoa) you need to provide a copy of your last DD214 (member-4 copy) which verifies your military service dates reason for separation OR certification of separation that shows a discharge date within 120 days of the closing of this announcement and eligibility for consideration under the Veterans Employment Opportunity Act.

FEDERAL APPLICANTS: You must submit SF-50(s) that verify your highest competitive grade full performance level and eligibility as a federal applicant. DO NOT submit an award SF-50 as these often do not verify grade or eligibility. For consideration for a promotion Box 4 of the SF-50 must show a date that is at least 52 weeks prior to the job announcement closing. We recommend submitting your last promotion SF-50 or within-grade increase SF-50. Pay adjustment raise GEN ADJ SF-50s for the current year will NOT support the 52 weeks’ time-in-grade requirements. https://www.usajobs.gov/Help/working-in-government/service/SF-50/

NON COMPETITIVE APPLICANTS: If requesting concurrent consideration for Non-competitive (NC) appointment eligibility you must provide the appropriate SPECIAL APPOINTING AUTHORITY DOCUMENTS such as PCS orders (military spouse) describing move & marriage certificate; letter from VA or DD214 describing 100% disability of spouse; letter from State Vocational Office certifying disability (schedule A) etc. For more information visit military spouse NC appointments or Persons with Disabilities NC appointments.

DISPLACED EMPLOYEES: If requesting consideration under the Career Transition Assistance Program (CTAP) or Interagency CTAP program (ICTAP) you must meet the well qualified standards for this vacancy (meeting minimum requirements for position and scoring at least an 85) and provide all of the following documents: 1) your most recent performance appraisal AND 2) the proof of eligibility letter from the Agency AND 3) your most current SF-50 displaying current series and grade. Displaced employees may be eligible for ICTAP or CTAP priority consideration. For more information please review the OPM Employee’s Guide to Career Transition.

Failure to submit any of the required documents by the closing date of the vacancy will result in your removal from consideration for this position. Please review your application prior to final submission and ensure you have submitted all appropriate documents. Uploading documents to USAJobs does NOT ensure inclusion with your application to our system. You must verify that the documents are in the system with your application prior to final submission.

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.

Help

This job is open to

  • Individuals with disabilities

  • Federal employees – Competitive service

    Current or former competitive service federal employees.

  • Career transition (CTAP ICTAP RPL)

    Federal employees who meet the definition of a surplus or displaced employee.

  • Military spouses

  • Family of overseas employees

    Family members of a federal employee or uniformed service member who is or was working overseas.

  • Peace Corps & AmeriCorps Vista

  • The public

    U.S. Citizens Nationals or those who owe allegiance to the U.S.

  • Special authorities

    Individuals eligible under a special authority not listed above but defined in the federal hiring regulations.

  • Veterans

Clarification from the agency

Open to current and former Federal employees with competitive status VEOA Applicants AND All U.S. Citizens. This is not a Bargaining unit position.

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