Program Support Specialist

Full Job Description

This position is located in the Office of the Secretary (OS), Office of Facilities and Administrative Services (OFAS), Support Services Division (SSD), Administrative Services Branch.

The incumbent serves as an administrative support professional, performing a wide range of complex administrative, technical, and operational duties in direct support of the mission and leadership of OFAS.

At the GS-7, you must meet one of the following qualifications: A. One full year of graduate level education in an accredited or pre-accredited college or university.

The education must demonstrate the knowledge, skills, and abilities necessary to do the work; OR B. One year of specialized experience equivalent to at least the GS-5 level.

Specialized experience is that which has equipped the applicant with the competencies to successfully perform the duties of the position, and that is typically in or related to the position to be filled.

Specialized experience for this position includes coordinating program and administrative activities; maintaining and managing records and databases; preparing and reviewing correspondence and reports; tracking assignments and deadlines; providing customer service to internal and external stakeholders; and ensuring compliance with established policies and procedures.

Support program operations by processing documentation, verifying accuracy and completeness, and communicating with staff and management to facilitate efficient program execution; OR C.

A combination of education and experience as listed above. At the GS-9 level, you must meet one of the following qualifications: A.

One year of specialized experience equivalent to at least the GS-7 level.

Specialized experience is that which has equipped the applicant with the competencies to successfully perform the duties of the position, and that is typically in or related to the position to be filled.

Specialized experience for this position include independently coordinating and managing administrative processes for program activities; maintaining official records and databases in compliance with records management requirements; reviewing, analyzing, and processing documentation for accuracy, completeness, and regulatory compliance; and preparing reports, correspondence, and tracking tools to support management decision-making; experience also includes serving as a primary point of contact for internal and external stakeholders; resolving non-routine administrative issues; interpreting and applying policies and procedures; providing guidance to staff regarding program requirements; managing multiple priorities; tracking deadlines; identifying process improvements; and ensuring efficient and compliant program operations; OR B.

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; OR C.

A Combination of education and experience as list above. Only experience and education obtained by the closing date of this announcement will be considered.

TIME-IN-GRADE: Current career or career-conditional employees of the Federal government, or former career or career-conditional employees, who have a break in service of less than one year, are required to meet the time-in-grade restriction of one year of Federal experience at the next lower grade, with few exceptions outlined in 5 CFR 300.603(b).

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. Major Duties:

Develops, maintains, and enhances databases, spreadsheets, and automated reporting tools.

Analyzes data, merges information across software platforms, and prepares reports to support management decision-making.

Coordinates sorting, packaging, labeling, and metering of large-scale distribution materials from internal and external printing sources.

Oversees distribution to offices throughout the Washington, DC Metropolitan Area and field locations using bureau-approved distribution lists. Serves as the Custodial Property Officer for SSD.

Independently manages property records in FBMS, reconciles inventories, conducts annual physical inventories, and ensures safeguarding and accountability of government property.

Advises employees on proper use and care of government-owned property.

Provides professional executive driving services for political and non-political Senior Officials within the Secretary's Immediate Office and OS.

Performs sensitive courier services, including Passport and Visa deliveries to the U.S. Department of State and foreign embassies within the Washington, DC Metropolitan Area.