Full Job Description
This position is located in the Department of Health and Human Services, Substance Abuse and Mental Health Services Administration, headquartered in Rockville, Maryland.
Coordinates the supervisor's calendar, including scheduling meetings and appointments.
Assists visitors and callers from other Federal departments and agencies, members of Congress, academia, research institutions, etc.
Makes travel arrangements for the office to include transportation, rental car and hotel reservations.
Monitors incoming and outgoing correspondence and action documents to ensure responses are prepared and deadlines are met.
Provides up-to-date guidance to staff members pertaining to office procedures and administrative requirements.
Drafts correspondence relating to non-technical and administrative matters.
Maintains a records management system for the office to ensure proper filing, storage and retrieval of documents.
Reviews documents prepared by others for clarity, compliance with policy and factual correctness.
Uses the time and attendance reporting system to ensure time and attendance data is entered and certified
Uses a variety of software to retrieve information from databases.
Responds to time and attendance and pay inquiries from management and staff.
25% or less - You may be expected to travel for this position.
Job family (Series)
Conditions of Employment
U.S. Citizenship required
Males born after December 31, 1959 must be registered or exempt from Selective Service - http://www.sss.gov
Suitable for federal employment
Appointment will be subject to the applicant's successful completion of a background security investigation and favorable adjudication. All information concerning qualifications is subject to investigation.
Documentation that you present for purposes of completing the Department of Homeland Security (DHS) Form I-9 will be verified through the DHS "E-Verify" System.
All Federal employees are required to have Federal salary payments made by direct deposit to a financial institution of their choice.
All qualification requirements must be met by the closing date.
Financial disclosure statement may be required.
One-year probationary period may be required.
Minimum Qualifications Requirement
Must be able to type at least 40 words per minute with 3 or fewer errors.
To qualify for the GS-07 position, applicants must have at least one year of specialized experience, equivalent to the GS-06 grade level in the Federal service: providing administrative support to a supervisor and office staff (e.g., arranging meetings, keeping calendar, assembling data and developing reports); processing time and attendance records and reports in accordance with policies and procedures; and preparing travel arrangements and logistics for an organization.
To qualify for the GS-08 position, applicants must have at least one year of specialized experience, equivalent to the GS-07 grade level in the Federal service: providing administrative support to a supervisor and office staff to include, arranging meetings, keeping calendars, assembling data and developing reports; processing time and attendance records and reports in accordance with policies and procedures; preparing travel arrangements and logistics for an organization; and reviewing documents for accuracy and completeness.
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.
Travel, transportation, and relocation expenses may be paid.
Bargaining Unit Position: No
Drug Screening Required: No
Recruitment incentives may be authorized.
Student loan repayment incentive may be authorized.
Annual leave for non-federal service may be authorized.
Advanced pay for new hires (ATM) may be authorized.
Veterans' Preference - https://www.usajobs.gov/Help/working-in-government/unique-hiring-paths/veterans/
Interagency Career Transition Assistance Program (ICTAP): For information on how to apply as an 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.
If you are unable to apply online, please go to https://help.usastaffing.gov/Apply/index.php?title=Alternate_Application_Information for more information on our alternate application method.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
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.
Once the application process is complete, a review of the resume and supporting documentation will be made and compared against your responses to the assessment questionnaire to determine if you are qualified for this job. If, after reviewing your resume and/or supporting documentation, a determination is made that you have inflated your qualifications and/or experience, you may lose consideration for this position. Please follow all instructions carefully. Errors or omissions may affect your eligibility. Category rating procedures will be used to rate and rank candidates. The category assignment is a measure of the degree in which your background matches the competencies required for this position. Qualified candidates will be ranked into one of three categories:
Best Qualified - Applicants who have experience that is almost identical to those required by the position.
Well Qualified - Applicants who have experience that is very similar to those required by the position.
Qualified - Applicants who meet minimum qualification requirements, but do not identify any additional qualifying experience or skill.
Candidates in the highest category will be referred to the hiring agency.
The Category Rating Process does not add veterans' preference points but protects the rights of veterans by placing them ahead of non-preference eligibles within each category. Preference eligibles who meet the minimum qualification requirements and who have a compensable service-connected disability of at least 10 percent must be listed in the highest quality category (except in the case of scientific or professional positions at the GS-9 level or higher). Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics):
Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics):
To preview the assessment questionnaire, click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/10852106
Background checks and security clearance
Drug test required
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Trust determination process
Submission of a resume alone IS NOT a complete application. You must provide a complete online Application Package which includes:
Your Resume: You are encouraged to use the USAJobs online resume builder to ensure that all required information is in your resume. Your resumemust clearly articulate how your skills and experiences align to the criteria defined in the qualifications section of this announcement and it must support your responses to the assessment questionnaire. For each position you must describe your duties, accomplishments, related skills, and responsibilities. Your resume must also include the day, month, and year that you began and ended for each position held. Full-time employment will be assumed unless otherwise stated on your resume. Part-time employment will be prorated in crediting experience. Not providing this information may result in the lowering of your assessment score or an ineligible rating. For resume writing guidance, please visit the USAJobs Resource Center or view their video tutorial.
A complete Assessment Questionnaire (https://apply.usastaffing.gov/ViewQuestionnaire/10852106)
Other required supporting documents.
Other Supporting Documents: (Only Submit if applicable to you.)
College transcript (if qualifying all or in part based on your education)
Veterans' Preference documentation:
Discharged Veterans: If you are claiming 5 point preference, you must submit a copy of your DD Form 214, Certificate of Release or Discharge from the armed forces that supports dates of service and discharge status; if claiming 10 point preference, an application for 10-Point Veterans Preference (SF-15) and an official document dated 1991 or later, from the Department of Veterans Affairs or from a branch of the Armed Forces, and/or any other associated documentation based on your preference.
Active Duty Members: Under the VOW (Veterans Opportunity to Work) to Hire Heroes Act of 2011, if claiming 5 point preference, submit written documentation from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions not later than 120 days after the date the certification is submitted with your application package.
A copy of your RIF separation notice, notice of proposed removal for failure to relocate, notice of disability annuity termination, or certification from the National Guard Bureau or Military Department that you are eligible for disability retirement;
A copy of your SF-50 "Notification of Personnel Action'', documenting your RIF separation, noting your positions, grade level, and duty location, and/or Agency certification of inability to place you through RPL, etc.;
A copy of your latest performance appraisal including your rating; and
Any documentation from your agency that shows your current promotion potential.
You are not required to submit official documents at this time; copies are sufficient.
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.
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.
This job is open to
Career transition (CTAP, ICTAP, RPL)
Federal employees who meet the definition of a "surplus" or "displaced" employee.
U.S. citizens, nationals or those who owe allegiance to the U.S.