Full Job Description
This position is located in the Department of Homeland Security (DHS), U.S. Coast Guard (USCG), Assistant Commandant for Intelligence and Criminal Investigations (CG-2), Executive Assistant Staff (CG-2-EA), located in Washington, DC.
You will serve as the Executive Administrative Assistant to the Assistant Commandant for Intelligence (CG-2), their Deputy (2d), and Strategic Advisor (2-IC, 2-SA). You will be responsible for providing administrative support and assistance in several areas essential to the Assistant Commandant and will prepare executive correspondence, manage CG-2 principals' schedules, coordinate travel arrangements, greet visitors, and evaluate telephonic requests for the CG-2d.
Being a Coast Guard civilian make you a valuable member of the Coast Guard team. Typical duties include:
Coordinating extensively with disparate organizational elements to direct the administrative work of the organization, based on knowledge of the agency's mission, function, and substantive programs.
Exercising exclusive control over the Director's calendar, with complete authority for time commitments. Schedules and prioritizes appointments and meetings for the supervisor, accepting or declining invitations on own initiative and in accordance with protocol requirements; coordinating meeting locations, dates, participants, and agendas. Researches background information to provide to meeting participants.
Maintaining the Admiral’s calendar which consist of independently scheduling appointments, arranging and coordinating meetings and conferences, social arrangements and following up on action items with staff members; arranging travel to include lodging/hotel accommodations, transportation reservations as well as processing travel claims.
Screening all telephone calls and personal visitors, who frequently represent the highest levels of international, national, state, and local governments or major businesses.
Assisting with office management functions, devising and installing administrative procedures and practices, and ensuring that they are followed consistently in subordinate offices. Instructing unit administrative, clerical, and support staff regarding such matters as correspondence preparation, publications maintenance, and correspondence handling procedures.
Job family (Series)
0301 Miscellaneous Administration And Program
Conditions of Employment
U.S. Citizenship is required.
The applicant is subject to pre-appointment and random drug testing.
This position requires a Top Secret/SCI clearance.
Must complete a Single Scope Background Investigation (SSBI).
A non-disclosure must be signed.
Males born after 12/31/1959 must be registered for Selective Service.
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.
GS-9: To qualify at the GS-9 level, applicants must have a minimum of 1 year of specialized experience equivalent to at least the GS-7 level in the federal sector; Specialized experience is experience that has equipped you with the particular knowledge, skill, and ability to successfully perform the duties of this position and is typically in or related to this line of work.
Specialized experience include, but are not limited to, performing general office work auxiliary to the work of the organization and serving as principal office clerical or administrative support person; experience providing and managing the daily clerical duties, priorities, and commitments of an office with minimal direction; establishing and maintaining a filing system for office records and documents, answering telephone inquiries, preparing reports, correspondence and other related data; Using word processing and other software packages, types memos and letters, prepares reports and performs a variety of other secretarial and administrative functions in accordance with correspondence rules; Must be a proficient typist and possess knowledge of grammar, spelling, punctuation and required formats in order to prepare and review outgoing correspondence.
(A) A Master's or equivalent graduate degree
(B) Two (2) full years of progressively higher level graduate education, if related
(C) A law degree such as an LL.B. or J.D, if related
(D) A combination of of education and specialized experience
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.
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
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. At the time of appointment, selectees will be required to update the OF-306. 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 an Optional Form 306, Declaration for Federal Employment, 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.
Moving expenses will not be paid.
State Drivers License is required.
All Federal employees are required to have Federal salary payments made by direct deposit.
For Veterans' preference eligibility, visit Veterans' Employment Resources. 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 and to understand the documentation that would be required with your application, click on the links above and contact the Servicing Human Resources Office listed at the bottom of this announcement.
More than 1 selection may be made from this announcement if additional identical vacancies in the same title, series, grade, and unit occur within 60 days from the date the certificate was issued.
If you need a reasonable accommodation for the application and hiring process, please contact 202-795-6262. Decisions on granting reasonable accommodation will be made on a case-by-case basis. Visit Reasonable Accommodation
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 résumé 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:
Knowledge of administrative concepts, principles and practices sufficient to perform duties independently.
Knowledge of the organizational functions and procedures of the work unit to perform such duties as distribute and control mail, refer phone calls and visitors and provide general, non-technical information.
Knowledge of correspondence and directives requirements to ensure proper grammar, spelling and punctuation and to review documents for conformance with formats and procedural requirements. Ability to identify and correct grammatical errors and type materials in final form.
Skill in applying analytical and evaluative techniques to identify and resolve problems of a procedural nature, to include administrative work-flow, processes, procedures, methods and requirements.
Skill in advising and instructing administrative support personnel in subordinate organizations concerning such matters as directives, reports, correspondence and telephone procedures; skill and ability to maintain the supervisor’s calendar and control their time.
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.
Background checks and security clearance
Sensitive Compartmented Information
Drug test required
Position sensitivity and risk
Special-Sensitive (SS)/High Risk
Trust determination process
Suitability/Fitness, National security
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 (CG-123HQ), ATTN OFFICE OF CIVILIAN HUMAN RESOURCES (JOBS), US COAST GUARD, 2703 MARTIN LUTHER KING JR AVE SE STOP 7912, WASHINGTON, DC 20593-7912.
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.
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.
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.
Land & base management
Certain current or former term or temporary federal employees of a land or base management agency.
Family of overseas employees
Family members of a federal employee or uniformed service member who is, or was, working overseas.
Peace Corps & AmeriCorps Vista
Clarification from the agency
Status Candidates, Merit Promotion, Current Federal Employees, Former Federal Employees, Overseas Employees, Former Overseas Employees, CTAP, ICTAP, VRA, VEOA, 30% Disabled, Schedule A, Individuals with Disabilities, Military Spouses, Land and Base Management, Peace Corps, Americorps, Vista For definitions of common terms found in this announcement: http://dhsconnect.dhs.gov/org/comp/mgmt/dhshr/hr/Documents/JOA_Common_Definitions.pdf