Administrative Support Specialist

Duties

• Serves as the primary administrative support point for the Deputy Director, managing day-to-day front office operations and ensuring effective control of schedules, communications, and priorities.
• Provides administrative support for sensitive and high-visibility issues by ensuring documents are complete, accurately routed, and properly tracked.
• Supports coordination of administrative actions across the J1 front office and subordinate divisions involving workforce planning, readiness, resource management, security, manpower, personnel, and related mission support functions.
• Prepares, edits, reviews, and finalizes correspondence, memoranda, staff summaries, meeting notes, executive communications, and other administrative documents for the Deputy Director's review and signature.
• Maintains and updates spreadsheets, trackers, databases, and other administrative tools used to monitor Deputy Director's actions, awards, budgets inputs, personnel matters, and leadership requirements.

Requirements

Conditions of employment

• Must be a U.S. Citizen or National.
• This national security position, which may require access to classified information, requires a favorable suitability review and security clearance as a condition of employment. Failure to maintain security eligibility may result in termination.
• Registered for Selective Service (males born after 12-31-1959).
• Time after Competitive Appointment: Candidates must have served 3 months after latest competitive appointment in the Federal service.
• Time in Grade Requirement - see the Qualifications field below for more details.
• Must be able to obtain/maintain security clearance.
• This position is required to obtain and maintain a SECRET security clearance.

Qualifications

Time-in-Grade :

Current or former federal employees who have held a GS position in the preceding 52 weeks, must meet the time in grade requirement. Applicant must have served 52 weeks as a GS-11 or higher grade in Federal Service.

Specialized Experience:

For the GS-12, you must have at least one year of specialized experience equivalent in level of difficulty and responsibility to the GS-11 grade level in the Federal service, or comparable in difficulty and responsibility to GS-11 if outside the Federal service.

Specialized experience is defined as:

Managing executive-level front office operations, workflows, and suspense tracking systems for leadership across organizational mission areas (such as manpower, personnel, or operations);

Reviewing correspondence, staff decision packages, and/or executive summaries to ensure compliance with organizational policies and administrative directives; and

Managing tracking systems, spreadsheets, or administrative databases to analyze operational workflows, monitor budget or resource data, and developing status reports.

You may qualify for consideration if meeting time-in grade, specialized experience, education requirement, 90 days after competitive appointment requirement, and all other qualification requirements within 30 calendar days after the closing date of the announcement, unless otherwise indicated on the announcement.

Education

There is no substitution of education for specialized experience at the GS-12 grade level.

Additional information

• A one year probationary or trial period may be required.
• We may use this announcement to fill additional vacancies within 90 days of the closing date.
• Moving costs MAY be paid.
• Recruitment, relocation, or retention incentives MAY be authorized. The Tax Cuts and Jobs Act of 2017 makes certain reimbursements/payments taxable. For information on these changes and the Relocation Income Tax Allowance (RITA), for which some appointees are eligible, click .
• Salary plus Cost of Living Allowance (COLA) is authorized. This rate is subject to change without notice.
• Interagency Career Transition Assistance Program (ICTAP) Priority Consideration: If you are a displaced Federal Civil Service employee and attain a rating of at least 85, you may be entitled to receive special priority selection under the ICTAP. For more information on ICTAP, click here . NOTE: If you have never worked for the Federal Government, you are NOT ICTAP eligible.
• For more information on veterans' preference click .
• Males born after 12-31-59 must be registered or exempt from Selective Service (to verify your registration status click ).
• The Department of Defense (DoD) on employment of annuitants issued March 18, 2004 will be used in determining eligibility of annuitants.
• For more information regarding qualifications requirements please click .
• You may submit a cover letter which will be forwarded to the selecting official with your resume. Your cover letter will not be used to verify your qualifications or eligibility.
• Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments, if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments here:
• All applicants are encouraged to apply electronically. If you are unable to apply on-line, you may contact 317-212-0454 for assistance.
• Priority Placement Program (PPP) Military Spouse Preference (MSP) eligible candidates will receive priority consideration at the highest grade level for which they have applied and been determined best qualified up to and including the full performance level.