Career Opportunities
U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT
OFFICE OF INSPECTOR GENERAL
VACANCY ANNOUNCEMENT
POSITION:SECRETARY (OFFICE AUTOMATION), GS-0318-07
ANNOUNCEMENT NUMBER: WA204164MIC
OPENING DATE: March 18, 2005
CLOSING DATE: April 8, 2005
PROMOTION POTENTIAL: 07
$35,452.00 - $46,088.00 USD per year
THIS IS A Career/Career Conditional APPOINTMENT
LOCATION: 1 vacancy - Washington, DC
EMPLOYING AGENCY: U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT (AID), OFFICE OF INSPECTOR GENERAL
APPLICATIONS WILL BE ACCEPTED FROM: ALL UNITED STATES CITIZENS
WHO MAY BE CONSIDERED: Applications will be accepted from current and former competitive service Federal employees, and people eligible under special hiring authorities.
INTRODUCTION: The incumbent of this position serves as the personal assistant to the Director of a small office. Serves as the principal clerical and administrative support of the designated official and his/her immediate staff, as assigned. The incumbent performs general office work auxiliary to the work of the organization, utilizing current AID office automation which provides for: electronic spreadsheet, data base management, electronic mail, desk-top publishing, electronic recordkeeping, electronic calendar, and/or multiple software capabilities such as graphics, calculations, and/or sorting of software capabilities will depend on types of software, functions available within the software package, and user aids available to the organization.
MAJOR DUTIES AND RESPONSIBILITIES:
As the personal assistant to an Office Director and designated members of the Director's immediate staff, performs the following duties: explains non-technical policies and procedures including operation of word processing software, electronic mail, and software packages, to a variety of persons. Makes recommendations and decisions on establishing priorities subordinate Divisions, if any. Provides on-the-job training to new or junior support staff and assists in staff orientation activities. Revises and/or recommends the establishment of administrative and clerical procedures for the Office to facilitate action between the various Washington Bureau/Offices and staffs, and Washington and the RIGS overseas. Receives telephone calls and visitors to the Director's Office. Personally handles these calls and visitors of a non-technical nature, referring all others to the Director, staff members, or other Agency offices. Places long distance and overseas telephone calls for office personnel. Sends, receives, and controls FAX messages. Maintains Director’s and Assistant Director's calendars and schedules appointments based on knowledge of supervisor's interest and commitments. Prepares daily calendar for Director and Assistant Directors. Reviews outgoing correspondence and reports prepared by staff and by subordinate divisions, if any, insuring proper format, correct grammatical content, and ascertaining that all necessary coordination of facts has been completed and is in accordance with established policy and that all clearance requirements have been meet. Proofreads and edits finished documents for grammar, spelling, capitalization, punctuation, and terminology and assures standard processing procedures, formats, and distribution and retention policies are followed.
Reads all incoming correspondence, determining proper action, and at times preparing answers before referring to the supervisor. Composes routine correspondence, on own initiative, or as directed based on knowledge of the supervisor's views and desires. Transmits, receives, and acknowledges electronic email and messages. Establishes and maintains all suspense logs as required. Arranges for meetings, to include reservation of conference rooms, gathering background material, notifying participants, and following up on any commitments made by supervisor or subordinate staff members and arranges for staff to implement commitments. Plans and arranges travel and hotel accommodations for conference participants. Develops methods for automating administrative reports, logs, and multiple use of the data. Types (keyboards) correspondence, reports, and cables involving both technical and specialized terminology, using word processing equipment. Serves as timekeeper for the Office. As required, performs periodic inventory of classified documents within the office. Arranges for the destruction of classified material. Operates copier machine. Use desk-top publishing software to prepare reports and publications, notices, and instruction spreadsheets. Performs other duties as assigned.
QUALIFICATION REQUIREMENTS:
THIS POSITION REQUIRES A QUALIFIED TYPIST. You must be able to type at least 40 words per minute based on a 5 minute sample with 3 or fewer errors. Please indicate your typing speed on your resume/application. Failure to disclose your typing speed will result in you not receiving employment consideration for this particular position.
SPECIALIZED EXPERIENCE:
In addition to being a qualified typist, all applicants must have one year (52 weeks) of specialized experience. This specialized experience must have equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position. To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression in the Federal service. Examples of qualifying specialized experience include such duties as: revising and/or recommending the establishment of administrative and clerical procedures for the office; proofreading and editing finished documents for grammar, spelling, capitalization, punctuation, and terminology; assuring standard processing procedures, formats, and distribution and retention policies are followed; keeping supervisor's calendar; arranging meetings, to include reservation of conference rooms, gathering background material, and notifying participants; typing correspondence, reports, and cables involving both technical and specialized technology; serving as timekeeper; receiving and reviewing incoming correspondence, screening those which can be personally handled; receiving telephone and personal callers for the office; preparing travel documents and vouchers; reviewing outgoing correspondence prepared for supervisor's signature; and, instructing other office personnel on specific procedure for clearance of correspondence or other action document.
Time-in-grade restrictions apply for current Federal employees. You must have one year of Federal service at the GS-06 grade level to be eligible for the GS-07 grade level.ening those which can be personally handled; receiving telephone and personal callers for the office; preparing travel documents and vouchers; reviewing outgoing correspondence prepared for supervisor's signature; and, instructing other office personnel on specific procedure for clearance of correspondence or other action document.
OTHER INFORMATION:
You must be a United States citizen to apply.
This position requires a Top Secret Clearance.
To be eligible for Federal employment, male applicants born after December 31, 1959, must certify at the time of appointment that they have registered with the Selective Service System, or are exempt from having to do so under Selective Service law.
BASIS FOR RATING:
Ratings will be based on responses to the occupational questions in this document. Please follow all instructions carefully. Errors or omissions may affect your score. Qualified candidates will be assigned a score between 70 and 100, not including points that may be assigned for veterans' preference.
Please note: If a determination is made that you have rated yourself higher than is supported by your description of experience, education and/or training, OR that your application is incomplete, the following process will take place.
After a review of all the experience, education and/or training, a single best level reflecting the KSA's of the rating schedule (70, 80, or 90) will be assigned for your total experience including education and/or training. Points for veteran's preference will be added to the basic rating of 70, 80, or 90.
CTAP/ICTAP:
IMPORTANT INFORMATION FOR SURPLUS OR DISPLACED FEDERAL EMPLOYEES (CAREER TRANSITION ASSISTANCE PLAN- CTAP INTERAGENCY CAREER TRANSITION ASSISTANCE PLAN- ICTAP)
Individuals who have special priority selection rights under the Agency Career Transition Assistance Program (CTAP) or Interagency Career Transition Assistance Program (ICTAP) must be well-qualified for the position to receive consideration for special priority selection. CTAP or ICTAP eligibles will be considered well-qualified if they receive a score of 90 or above prior to the assignment of veterans' preference points.
Federal employees seeking CTAP/ICTAP eligibility must submit proof that they meet the requirements of 5 CFR 330.605(a) for CTAP and 5 CFR 330.704 for ICTAP. This includes a copy of the agency notice, a copy of their most recent Performance Rating and a copy of their most recent SF-50 noting current position, grade level, and duty location. Please annotate your application to reflect that you are applying as a CTAP or ICTAP eligible.
STEP ONE:
It is important to note that in many cases submitting the Occupational Questionnaire does NOT complete your application. Most jobs also require the submission of a written application or resume, as well as supporting materials such as transcripts and Veterans' Preference documentation.
Complete and Submit the Occupational Questionnaire:
To submit a "New" Online Occupational Questionnaire, click the following link.
Online Questionnaire
Note: The above link will take you directly into a "New" Occupational Questionnaire. It will not allow you to return to a "Saved" Occupational Questionnaire. (See Steps 1 - 4 below)
OR
Insert the following link into your Internet Browser:
1. Enter https://www.hr-services.org/USAWeb/USAWeb.aspx to start a "New" Online Occupational Questionnaire (or return to a "Saved" Occupational Questionnaire.)
2. To start a "New" Occupational Questionnaire scroll down the Online application screen until the "Vacancy Identification Number" box appears under the "Create a New Application for This Job" section on the left hand side. Insert the "Vacancy Identification Number - WA204164 or "Control Number" and click the "Submit " button.
Note: When you have completed the Online Occupational Questionnaire, click the "Finish" button. On the next screen, click the "Submit" button. The Online Occupational Questionnaire must be completed and submitted by 12:00 p.m. EDT on Mar 28, 2005
How to Properly Save and Return later to complete an Application/Occupational Questionnaire:
3. If you want to "Save" an incomplete Occupational Questionnaire and return later, select the "Save" button at the top or bottom of each application page and click the "Logout" button.
4. If you have a "Saved" incomplete Occupational Questionnaire you may finish it by clicking on or inserting this link into your internet browser https://www.hr-services.org/USAWeb/USAWeb.aspx. Insert your SSN and Last Name into the right hand side section "Work On An Application I Have Already Started." and click the "Login" button.
We highly encourage you to complete the Occupational Questionnaire using the Online method since it is the most efficient way for us to process your responses. If you are unable to submit your responses Online, refer to the alternatives described under Alternative Methods for Completing Occupational Questionnaire at the end of this announcement.
Instructions for answering the questions in the Occupational Questionnaire:
Please use the following step-by-step instructions as a guide to filling out the required questionnaire. You will need to print the vacancy announcement and refer to it as you answer the questions. You may omit any optional information; however, you must provide responses to all required questions. Be sure to double check your application before submission.
Social Security Number
Enter your Social Security Number in the space indicated. Providing your Social Security Number is voluntary, however we can not process your application without it.
Vacancy Identification Number
Enter the Vacancy Identification Number: WA204164
1. Title of Job
Position Title: SECRETARY(OA)
2. Biographic Data
All biographic information is required, except for your telephone number and the contact time.
E-Address
3. E-Mail Address
If you would like to be notified by E-mail, please enter your E-mail address in the space provided.
4. Work Information
5. Employment Availability
Questions A through D are required.
Answer with Y for Yes or N for No. Please leave Section E blank.
6. Citizenship
Are you a United States citizen?
7. Background Information
The Online Questionnaire will not ask you this question. On the C Form, you will leave this section blank.
8. Other Information
Gender
9. Languages
The Online Questionnaire will not ask you this question. On the C Form, you will leave this section blank.
10. Lowest Grade
Enter the lowest grade level (07 -07 ) you will accept.
11. Miscellaneous Information
The Online Questionnaire will not ask you this question. On the C Form, you will leave this section blank.
12. Special Knowledge
The Online Questionnaire will not ask you this question. On the C Form, you will leave this section blank.
13. Test Location
The Online Questionnaire will not ask you this question. On the C Form, you will leave this section blank.
14. Veterans' Preference Claim
Required. Enter your claim for Veterans' Preference.
15. Dates of Active Duty - Military Service
These dates are required if you have claimed Veterans' Preference unless you have claimed derived Preference (i.e., widows, spouse, etc.)
Please use this format: mm/dd/yyyy
16. Availability Date
17. Service Computation Date
The Online Questionnaire will not ask you this question. On the C Form, you will leave this section blank.
18. Other Date Information
19. Job Preference
The Online Questionnaire will not ask you this question. On the C Form, you will leave this section blank.
20. Occupational Specialties
Select at least one occupational specialty or enter at least one occupational specialty code for this position. The specialty code for this position is:
001 NONE
21. Geographic Availability
Select at least one geographic location in which you are interested and will accept employment or enter at least one geographic location code. The location code for this position is:
0001 WASHINGTON, DC
22. Transition Assistance Plan
In this section indicate if you are a surplus or displaced Federal employee requesting special priority consideration under the Career Transition Assistance Plan (CTAP) or the Interagency Career Transition Assistance Plan (ICTAP).
Note: To receive consideration for CTAP or ICTAP, you must submit the necessary supporting documentation. Refer to the vacancy announcement for additional information and instructions.
23. Job Related Experience
The Online Questionnaire will not ask you this question. On the C Form, you will leave this section blank.
24. Personal Background Information
The Online Questionnaire will not ask you this question. On the C Form, you will leave this section blank.
25. Occupational Questions
Respond to questions 1 through 17. For each question, choose the response below that best describes your experience and/or training. Mark ONLY one response for each question. Please note that your responses will be verified against the information you provide in your resume/application. Falsifying your background, education, and experience is cause for not hiring you or barring you from applying for Federal employment. Therefore, carefully enter the information that accurately reflects your employment history and/or educational/training background.
1. All applicants must meet the specialized experience. Please choose one statement that best describes your meeting this requirements.
A. I have at least one year of work experience performing such duties as: revising and/or recommending the establishment of administrative and clerical procedures for the office; proofreading and editing finished documents for grammar, spelling, capitalization, punctuation, and terminology; assuring standard processing procedures, formats, and distribution and retention policies are followed; keeping supervisor's calendar; arranging meetings, to include reservation of conference rooms, gathering background material, and notifying participants; typing correspondence, reports, and cables involving both technical and specialized technology; serving as timekeeper; receiving and reviewing incoming correspondence, screening those which can be personally handled; receiving telephone and personal callers for the office; preparing travel documents and vouchers; reviewing outgoing correspondence prepared for supervisor's signature; and, instructing other office personnel on specific procedure for clearance of correspondence or other action document.
B. I have at least one year of responsible clerical, administrative and office support experience, where I performed the duties described in A above. My supervisor provided guidance with the assignments and review my progress.
C. I do not possess the amount and/or type of experience described in the above statements.
2. This position requires a qualified typist. You must be able to type at least 40 words per minute based on a 5 minute sample with 3 or fewer errors. Please indicate your typing speed on your resume/application. Failure to disclose your typing speed will result in you not receiving employment consideration for this position. Are you a qualified typist?
A. Yes, I can type at least 40 words per minute based on a 5 minute sample with 3 or fewer errors.
B. No, I can not type at least 40 words per minute based on a 5 minute sample with 3 or fewer errors.
For each task in the following group, choose the statement from the list below that best describes your experience and/or training. Darken the oval corresponding to that statement in Section 25 of the Qualifications and Availability Form C. Please select only one letter for each item.
A- I have not had education, training or experience in performing this task.
B- I have had education or training in performing the task, but have not yet performed it on the job.
C- I have performed this task on the job. My work on this task was monitored closely by a supervisor or senior employee to ensure compliance with proper procedures.
D- I have performed this task as a regular part of a job. I have performed it independently and normally without review by a supervisor or senior employee.
E- I am considered an expert in performing this task. I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.
3. Review outgoing correspondence and reports prepared by staff or by subordinate divisions.
4. Proofread and edit finished documents for grammar, spelling, capitalization, punctuation, and terminology and assure standard processing procedures, formats, and distribution and retention policies are followed.
5. Coordinate travel, type itinerary, and prepare travel documents and vouchers.
6. Compose routine correspondence.
7. Establish and maintain operating files, records and personal library to meet supervisor's needs.
8. Maintain administrative controls for incoming correspondence.
9. Plan and arrange travel and hotel accommodations for conference participants.
10. Read all incoming correspondence, determining proper actions.
11. Arrange for meetings, to include reservation of conference room, gathering background material, notifying participants, and following up on any commitments made by supervisor or subordinate staff members.
12. Type correspondence, reports, and cables involving both technical and specialized technology.
13. Assure that all automated records are scheduled and recommend disposition for each series automated.
14. Prepare handwritten documents in final form.
15. Create or maintain office files, disposing of and retiring documents when required.
16. Transmit, receive, or acknowledge electronic mail and messages.
17. Use word processing printing equipment to print a variety of documents using a glossary of prerecorded formats, form letters, standards paragraphs, or mailing lists.
18. Use desk-top publishing software to prepare reports and publications, notices, or instruction spreadsheets.
19. Develop methods for automating administrative reports, logs, and multiple use of the data.
20. Operate copier machine to copy or reduce and collate single and multiple page documents.
21. Receive telephone and personal callers for the office.
22. Answer questions from outside callers.
23. Brief supervisor on matters to be discussed in meetings.
24. Instruct other office personnel on specific procedure for processing correspondence or other action documents.
25. Interact with employees and high level officials both within and outside the organization.
26. Explain non-technical policies and procedures including operation of word processing software, electronic mail, and software packages, to a variety of persons.
27. Provide on-the-job training to new or junior support staff.
28. Assist in staff orientation activities.
29. Place long distance and overseas telephone calls for office personnel.
STEP TWO:
Submit a resume, Optional Application for Federal Employment (OF-612), or other written application format of your choice. Be sure you provide all of the information requested below:
-Job Information:
-Vacancy Identification Number, title and grade(s) for which you are applying.
-Personal Information:
- Full name, mailing address (with zip code) and day/evening telephone numbers (with area code).
- Social Security Number. Giving your Social Security Number is voluntary. However, we cannot process your application without it.
- Country of Citizenship.
- If ever employed by the Federal Government, please show the highest Federal civilian grade held, job series, and dates of employment in grade.
Education:
- High School name, city, state and zip code, date of diploma or GED.
- Colleges and/or Universities attended, city, state and zip code.
- Major field(s) of study.
- Type and year of degree(s) received. If no degree received, show total credit hours received in semester or quarter hours.
Work Experience for each paid or non-paid position held related to the job for which you are applying (do not provide copies of job descriptions):
- Job title.
- Duties and accomplishments.
- Number of hours per week.
- Employer's name and address.
- Supervisor's name and phone number.
- Starting and ending dates of employment (month and year).
- Salary.
- Indicate if your current supervisor may be contacted.
Other Qualifications:
- Job-related training courses (title and year).
- Job-related skills (e.g., other languages, computer software/hardware, tools, machinery, typing speed, etc.)
- Job-related certificates and licenses.
- Job-related honors, awards, and special accomplishments. (e.g., publications, memberships in professional or honor societies, leadership activities, public speaking, performance awards, etc.) Do not send copies of documents unless specifically requested.
STEP THREE:
Submit other application materials, as necessary.
- If you are using education to qualify, submit copies of college transcripts or a list of college courses taken that identify for each course the college or university, semester or quarter hours earned, grade and grade-point received.
- Annotate your application and include the required documentation if you are applying and eligible for a non-competitive appointment such as Thirty Percent or More Disabled Veteran Appointment, Veterans' Recruitment Appointment (VRA), Severely Physically Handicapped Schedule A Appointment, or Former Peace Corps Appointment.
- If you are applying for Veterans' Preference, submit evidence of eligibility, such as: DD-214, Certificate of Release or Discharge from Active Duty, or Standard Form 15, Application for 10-Point Veterans' Preference, and the proof requested on the form.
- If you are or have been a Federal employee, please submit a copy of your last Notification of Personnel Action, Form SF-50 or similar form that indicates the position occupied, the series and grade level, tenure, and promotion potential for verification of competitive status, and your most recent or last performance appraisal.
HOW TO SUBMIT OTHER MATERIALS:
When you have completed your resume as requested in Step Two, and assembled the materials requested in Step Three, mail your resume and other application material to:
OFFICE OF PERSONNEL MANAGEMENT
ATTN: Vacancy Announcement Number WA204164MIC
WASHINGTON SERVICES BRANCH
1900 E STREET NW
ROOM 2469
WASHINGTON, DC 20415
Please indicate on your resume whether you answered the Occupational Questionnaire on the USAJOBS web site, by phone, or via the paper application Form C(OPM Form 1203-FX).
In accordance with 5CFR 2635.704, applications will not be accepted in postage paid government envelope.
You may also submit your resume and other application material via fax using the following fax number: (202 ) 606-0596
Applications may also be hand delivered between the hours of 7:00 a.m. and 6:30 p.m., Monday through Friday, and placed into the Employment Application Drop Box at:
U.S. Office of Personnel Management
ATTN: Vacancy Announcement Number WA204164MIC
1900 E Street NW
Visitors Entrance Lobby
Washington, DC 20415
Federal agencies provide reasonable accommodations to applicants with disabilities. If you need accommodation for any part of the application process, contact this OPM service center. If you need accommodation during the hiring process, contact the hiring agency. The decision on granting reasonable accommodation will be on a case-by-case basis.
Alternative Method for Applying
Submit your answers via paper application Form C (OPM Form 1203-FX): Paper application forms are available to those who are unable to complete the on-line application process. Please apply on-line, if possible. Using paper application forms may delay the processing of your application.
NOTE: If you wish to select more locations than the OPM Form 1203-FX will accommodate, include a separate page with your application materials listing your name, Social Security Number, the Vacancy Identification Number WA204164 , and the additional location codes for which you wish to be considered.
To obtain the Form C (OPM Form 1203-FX) on the web, you can:
Print the form from http://www.opm.gov/forms/pdfimage/opm1203fx.pdf
Note: You can also obtain this form from the Office of Personnel Management (OPM) main web page. The OPM main web page is located at http://www.opm.gov
Click on these links: Site Index; Forms; Office of Personnel Management (OPM) Forms; and finally OPM 1203 FX.
OR
To obtain the form by phone via USAJOBS, follow these steps:
1. Call USAJOBS by phone at 703-724-1850.
2. After the introductory message, press 2 to continue.
3. At the main menu, select 3 to request application forms.
4. After the instructions, press 3 to continue.
5. You will be asked if you live in the U.S., press 1 for Yes and 2 for No.
6. You will be asked for the form name, say: OPM Form 1203-FX, and follow the prompts to continue.
7. The next prompts will ask for your phone number, first and last name, street address, city state and zip code
8. You will have the opportunity to review and or change your request. Press to listen, 1 Press 2 to re-record, and press 3 to continue to the next step.
9. Finally you will be asked to confirm your 5 digit zip code. Doing this will save your request.
To complete the paper Form C, follow the instructions under "Instructions for answering the questions in the Occupational Questionnaire." Be sure to enter your Social Security Number and the Vacancy Identification Number WA204164 at the top of each of the six pages of the form.
Mail the completed Form C to us at the address listed in the paragraph "How to Submit your Resume and Other Application Materials" above.
ALL APPLICANTS ARE CONSIDERED WITHOUT REGARD TO RACE, RELIGION, COLOR, NATIONAL ORIGIN, SEX, POLITICAL AFFILIATION, AGE (WITH AUTHORIZED EXCEPTIONS) OR ANY OTHER NONMERIT FACTOR.
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