Administrative Support Specialist

Full Job Description

The incumbent serves as an Administrative Support Specialist in the Washington Headquarters (WHS), Executive Services Directorate (ESD), Pentagon Services Division (PSD).

Position provides office automation support to the PSD by independently performing various office automation, clerical, and administrative duties.

Promotion Potential: If you are selected below the full performance level, you will be placed under a career development plan and may be non-competitively promoted if performance is satisfactory, you successfully complete all requirements and are recommended by management.

Promotion is not guaranteed, and no promise of promotion is implied. In order to qualify for this position, you must meet the requirements described below.

You may qualify at the GS-07 level, if you fulfill the following qualification requirement: One year of specialized experience equivalent to the GS-05 grade level in the Federal service (experience may have been gained in the private sector) that demonstrates your experience: Providing administrative support to a manager or senior leader (e.g.

managing calendars, coordinating meeting logistics, processing incoming and outgoing correspondence, and proofreading documents for grammar and formatting accuracy); Assisting with the processing of administrative actions (e.g.

tracking the status of personnel requests, maintaining administrative files for performance or awards programs, and providing information to staff on routine procedural requirements); and Using an automated system to track correspondence and other action items.

OR Education: Possess one full year of graduate level education which demonstrates the knowledge, skills, and abilities necessary to do the work of this position, OR successful completion of the requirements for a bachelor's degree AND meet requirements for Superior Academic Achievement.

OR Combination of education and experience.

You may qualify at the GS-09 level, if you fulfill the following qualification requirement: One year of specialized experience equivalent to the GS-07 grade level in the Federal service (experience may have been gained in the private sector) that demonstrates your experience: Assisting with administrative programs (e.g.

providing guidance to supervisors on program requirements, reviewing submitted justifications for compliance with policy, and analyzing program data); and Coordinating administrative and personnel actions on behalf of agency/organization leadership.

OR Education: Possess a master's or equivalent graduate degree OR 2 full years of progressively higher-level graduate education leading to such a degree OR LL.B. or J.D., if related.

Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. OR Combination of education and 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).

You will receive credit for all qualifying experience, including volunteer experience.

All qualifications and education requirements must be met by the closing date of this announcement and clearly documented in your resume. Your resume may not exceed two (2) pages.

For qualifications determinations, it is recommended that applicants include their months and hours worked per week for each employment listed on their resume.

If a determination is not able to be made about the duration of your creditable experience for qualification requirements, you will be removed from consideration.

Read more about what should I include in my federal resume at https://help.usajobs.gov/faq/application/documents/resume/what-to-include ACTIVE DUTY SERVICE MEMBERS: Federal agencies treat active duty service member as veterans, disabled veterans, and preference eligible, when they submit, as part of their application package, a "certification" of active service in lieu of a DD-214, indicating the service member is otherwise eligible and will be discharged or released within 120 days from the date of submission..

A "certification" letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service.

This "certification" must include your rank, dates of active duty service, type of discharge and character of service (i.e. honorable), and date any terminal leave will begin.

It must be signed by, or by direction of, the adjutant, personnel officer, or commander of your unit or higher headquarters.

Active duty members that fail to provide a valid "certification" of service with their initial application will be found "not eligible".

Members may be appointed before the effective date of their military retirement/separation if they are on terminal leave.

DOD PPP candidates using Application-Based Procedures: Military Spouse Preference (MSP) Eligible: Military Spouse Preference applicants, must be selected and placed at the highest grade level for which they have applied and been determined best qualified.

You must include a completed copy of the Military Spouse PPP Self-Certification Checklist (DD-3145-4) dated within 30 days along with the documents identified on the checklist to verify your eligibility for Military Spouse Preference.

Military Reserve (MR) and National Guard (NG) Technicians PPP Eligible: MR and NG technicians PPP applicants must be selected and placed at the full performance level if determined well qualified.

You must include a completed copy of the Military Reserve and National Guard Technician PPP Self-Certification Checklist (DD-3145-3) to verify your eligibility for Military Reserve and National Guard Technician preference.

Military Reserve (MR) and National Guard (NG) Technicians Receiving Disability Retirement PPP Eligible: MR and NG technicians receiving disability retirement PPP applicants must be selected and placed at the full performance level if determined well qualified.

You must include a completed copy of the Military Reserve and National Guard Technician Disability PPP Self-Certification Checklist (DD-3145-2) to verify your eligibility for Military Reserve and National Guard Technician Disability preference.

Retained Grade PPP Eligible: Retained Grade PPP applicants, must be selected and placed at the full performance level if determined well qualified.

You must include a completed copy of the Retained Grade PPP Self-Certification Checklist (DD-3145-1) to verify your eligibility for Retained Grade preference.

All qualifications and education requirements must be met by the closing date of this announcement and clearly documented in your resume. Major Duties:

Incumbent typical work assignments may include the following: Providing executive-level administrative support by managing the Director's calendar, coordinating meetings, and reviewing all incoming and outgoing correspondence for accuracy, completeness, and policy adherence.

Managing and tracking the status of all incoming correspondence and action documents using an automated control system, ensuring timely responses and completion of all suspense items by their due dates.

Monitoring the directorate's civilian personnel programs, including the performance management system and incentive awards program, by providing guidance to supervisors and ensuring compliance with agency policies.

Collaborating with managers to initiate and prepare administrative and personnel actions, including developing justifications and gathering information for recruitment and position management requests.

Conducting management studies of administrative functions and operational workflows; analyze findings, identify trends, and recommend changes to operating practices to improve overall effectiveness and efficiency.

Serving as the primary point of contact for records management, designing and implementing procedures for maintaining and retrieving both personnel and correspondence data.