ADMINISTRATIVE ASSISTANT/OFFICER, GS-0341-9/11/12


Vacancy ID: 762624   Announcement Number: AB-13-01   USAJOBS Control Number: 328337100

Social Security Number

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Vacancy Identification Number

The Vacancy Identification Number is: 762624


1. Title of Job

ADMINISTRATIVE ASSISTANT/OFFICER, GS-0341-9/11/12


2. Biographic Data

3. E-Mail Address

4. Work Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

5. Employment Availability

Please answer the following Employment Availability Questions by selecting either Yes or No.


6. Citizenship

Are you a citizen of the United States?
7. Background Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

8. Other Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

9. Languages

If you are applying by the OPM Form 1203-FX, leave this section blank.

10. Lowest Grade

Enter the lowest grade level (09-12) you will accept.


09
11
12

11. Miscellaneous Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

12. Special Knowledge

If you are applying by the OPM Form 1203-FX, leave this section blank.

13. Test Location

If you are applying by the OPM Form 1203-FX, leave this section blank.

14. Veteran Preference Claim

15. Dates of Active Duty - Military Service

16. Availability Date

If you are applying by the OPM Form 1203-FX, leave this section blank.

17. Service Computation Date

If you are applying by the OPM Form 1203-FX, leave this section blank.

18. Other Date Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

19. Job Preference

If you are applying by the OPM Form 1203-FX, leave this section blank.

20. Occupational Specialties

The occupational specialty will be selected for you if there is only one, otherwise, select/enter at least one occupational specialty code for this position. The specialty code for this position is:


001 ADMINISTRATIVE OFFICER

21. Geographic Availability

The geographic location code will be selected for you if there is only one, otherwise, select/enter at least one geographic location in which you are intrested and will accept employment. The location code for this position is:


315260173 Winnebago, NE

22. Transition Assistance Plan

23. Job Related Experience

If you are applying by the OPM Form 1203-FX, leave this section blank.

24. Personal Background Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

25. Occupational/Assessment Questions:

WARNING STATEMENT: Do not overstate or understate your level of experience and demonstrated capability. You should be aware that your ratings are subject to evaluation and verification based on the résumé, and other relevant documents you submit, as well as through verification of references as appropriate. Later steps in the selection process are specifically designed to verify your stated level of experience and demonstrated capability. Deliberate attempts to falsify information may be grounds for not selecting you or for dismissing you from the position following acceptance.

1. Are you submitting Form BIA-4432, Verification of Indian Preference for Employment in the Bureau of Indian Affairs, to claim Indian Preference? Note: You must include and upload your Form BIA-4432. As outlined in the vacancy announcement, this is the ONLY Indian Preference Verification Form that will be accepted.

A. Yes

B. No

2. Are you a veteran and submitting a DD-214, Certificate of Release or Honorable Discharge from Active Duty, to verify Veteran's Preference claimed? Note: You must include and upload your DD-214, if claiming 5 pt. or 10 pt. preference and Standard Form 15 including the required supporting documentation, if claiming 10 pt. preference.

A. Yes.

B. No.

3. Are you submitting your most recent SF-50, Notification of Personnel Action, to verify you are a current status employee or a former employee with Reinstatement eligibility? Note: You must include and upload your latest SF-50 to verify transfer or reinstatement eligibility. To determine if you are eligible, please go to the following website: http://www.usajobs.gov/EI3.asp

A. Yes.

B. No.

Incumbent will be required to operate a government-owned or leased motor vehicle, in the performance of duties, therefore, a valid driver's license is required. Incumbent must have a safe driving record within the three-year period immediately preceding submittal of GSA Form 3607 and be able to meet the safe driving requirements of the Bureau of Indian Affairs.

4. Do you possess a valid Drivers License. If you answered "Yes" to question four, please submit a copy of your current Valid Drivers License with your application.

A. Yes, I certify that I possess a valid Drivers License.

B. No, I do not possess a valid Drivers License.

5. Carefully read the following descriptions of experience and education. Select the one that best describes your qualifications for GS-9 Administrative Assistant. Make sure your resume supports your response that you select. (NOTE: If qualifying based on education, you must submit a complete, legible copy of your official college or university transcript(s) with your application to document academic achievements and receive credit.)

A. I have at least 1 year of specialized experience equivalent to the GS-7 grade level in the Federal service. Examples of specialized experience may include work which involved providing a full range of support in administrative support functions, such as preparing purchase documents; reconciling data for general ledger accounts; preparing reports to identify deadlines; correspondence control; gathering financial data for review and comparison; making travel arrangements and preparing travel authorizations and vouchers; maintaining time and attendance reports; and finalizing documents using software applications as electronic mail, desktop publishing, calendar, spreadsheet, database and graphics.

B. I have a masters 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 to this position.

C. I have a combination of experience as described in A and more than one year of graduate education as described in B which totals at least one year. To compute, divide your total months of qualifying experience by 12. Then divide your semester hours of graduate education beyond one year by 18. Add the two percentages. The total percentage must equal at least 100% to qualify.

D. I do not have the experience and/or education as described in any of the above statements.

6. Carefully read the following descriptions of experience and education. Select the one that best describes your qualifications for GS-11 Administrative Assistant. Make sure your resume supports your response that you select. (NOTE: If qualifying based on education, you must submit a complete, legible copy of your official college or university transcript(s) with your application to document academic achievements and receive credit.)

A. I have at least one year of specialized experience equivalent to at least the GS-9 grade level in the Federal service that includes work which involved serving as technical advisor to management on budget administration, human resources guidance, acquisition planning, property and supply management, records management, and general oversight and control of the administrative support activities. Provides weekly progress reports on projects; correspondence review and control; assists on the reporting and audit requirements of contracts and grants; serves as a liaison between two offices or organizations including Human Resources; prepares documentation for personnel actions and initiates transactions in automated personnel system; and prepares travel arrangements, authorizations and vouchers.

B. I have a Ph.D. or equivalent doctoral degree; OR 3 full years of progressively higher level graduate education leading to such a degree; OR LL.M., if related to this position.

C. I have a combination of experience as described in A and more than 2 years of graduate education as described in B when combined together meets 100% of the total requirements for the position. To compute, divide your total months of qualifying experience by 12. Then divide your semester hours of graduate education beyond two years by 18. Add the two percentages. The total percentage must equal at least 100% to qualify.

D. I do not have the experience and/or education as described in any of the above statements.

7. Carefully read the following descriptions of experience and education. Select the one that best describes your qualifications for GS-12 Administrative Officer. Make sure your resume supports your response that you select.

A. I have at least 1 year of specialized experience equivalent to GS-11 grade level in the federal service providing administrative support services, technical support, advice and guidance in areas such as financial trust; procurement; property management; personnel; contracting; and ensuring organizational compliance with various policies, regulations and directives. Assists in the development of comprehensive administrative management plans to identify goals and objectives, administrative processes, deadlines and planning for resources/budget; researches and analyzes data for consistency with budget authority and constraints; provides various reports; correspondence review and control; gathers financial data and reviews obligations and costs; serves as a liaison between offices or organizations including Human Resources; prepares documentation for personnel actions and initiates transactions in the automated personnel systems; coordinates and prepares Agency responses to FOIA requests; prepares travel arrangements, authorizations and vouchers; evaluates operating procedures, administrative controls, and report systems to develop or improve work processes.

B. I do not have the experience as described in the above statement.

For each task in the following group, choose the statement from the list below that best describes your experience and/or training. Please select only one letter for each item. If after reviewing your resume and/or supporting documentation, a determination is made that you have overstated your qualifications and/or experience and your self-rating is not supported, your score will be lowered.

A- I have not had education, training or experience in performing this task. (0 Point)

B- I have had education or training in performing the task, but have not yet performed it on the job. (1 Point)

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. (2 Points)

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. (3 Points)

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. (4 Points)

8. Participate in the development of policies relating to organizational operations.

9. Provide direction of day-to-day administrative activities of an organization in the following areas: budget and finance, contracting, property and supply, management analysis and improvement, and personnel.

10. Revise and evaluate procedures that are necessary to make management's policies effective.

11. Review the progress of various activities by analyzing reports and having organizational discussions with program managers.

12. Report to management problems that require attention and to elect and evaluate the recommended solutions proposed by branch managers.

13. Responsible for providing technical advice and assistance for contract monitoring functions, and ensure proper administration and compliance of all contracts.

14. Develop short and long range plans relating the efficient flow of administrative functions.

15. Give administrative direction to fiscal functions, interpret instructions and advise personnel on matters requiring attention.

16. Coordinate the development and execution of financial programs.

17. Review tentative budget plans to assure instructions and program plans are adhered to in relation to personnel, fiscal, and property requirements, and ensure inconsistencies are resolved with the branch managers.

18. Consolidate, summarize, and supervise the preparation of justifications for financial plans for approval by management.

19. Coordinate a variety of procurement actions and resolves related problems.

20. Make follow-ups on the preparation of all program plans to ensure that they are submitted within established deadlines.

21. Use computer systems or applications to access, create, edit, print, send, retrieve, or manipulate data, files, or other information.

22. Collect, compile, and organize information.

23. Review reports, documents, records, data, or other materials to verify completeness, correctness, consistency, compliance, or authenticity.

24. Monitor, maintain, or update data, records, or other information.

25. Search for and extract information from files, documents, reports, publications, recordings, or other materials.

26. Maintain computerized databases or information tracking systems.

27. Advise staff on organizational procurement regulations.

28. Monitor and advise organizational purchasing activity in compliance with applicable regulations.

29. Develop and review specifications for use in solicitations for goods and services.

30. Direct preparation and execution of annual inventory of property.

31. Advise staff and all personnel on property regulations.

32. Direct the preparation of personnel documents for hiring, reassignment, promotion, performance evaluation, and employee incentive programs.

33. Coordinate employee recruitment, promotions, awards and training activities.

34. Initiate and coordinate requests for personnel actions with the office of Human capital management.

35. Design staffing patterns to effectively carry out organizational mission and objectives.

36. Coordinate management staff to effectively execute actions related to employee discipline within applicable policy, regulation and law.

37. Provide administrative direction to staff in accordance with established standards, regulations, and policies.

38. Serve as advisor to management providing advice in the areas of budget, fiscal auditing, personnel, property, procurement, grant administration and proposal writing.

39. Interpret and explains administrative policies.

40. Ensure that the viewpoints and plans management are adequately understood and translated into proper action by the operating branches.

41. Represent management at meetings with officials, other agencies, and individuals.

42. Make contact with others to plan, coordinate and advise on work efforts and to seek and provide optimum service, to provide professional advice, and to gain information to better carry out assigned duties and responsibilities.

43. Compose complex correspondence or other written work.

44. Ensure there is a logical arrangement of information in correspondence reports, articles and other work related materials.

45. Review reports, documents, records, data, and other materials to verify completeness, correctness, consistency, compliance and authenticity.

46. Develop effective relationships with internal and external stakeholders to effectively achieve organizational goals and objectives.

47. Provide complete and concise oratory in communicating directives, advice, or conveying general information to internal and external stake holders.

INSTRUCTIONS: As previously explained, your ratings in this Occupational Questionnaire are subject to evaluation and verification based on the documents and references you submit. Later steps in the selection process are specifically designed to verify your ratings. Deliberate attempts to falsify information may be grounds for not selecting you or for dismissing you from the position/agency during the probation period. Please take this opportunity to review your ratings to ensure their accuracy. By agreeing to the statement below, you are confirming that you: 1) understand this warning; 2) have reviewed your responses to this questionnaire for accuracy; and 3) verify that your responses accurately describe your current level of experience and capability.

48. Failure to agree to the statement below will disqualify you from further consideration for the position.

A. Yes, I verify that all of my responses to this questionnaire are true and accurate. I accept that if my supporting documentation and/or later steps in the selection process do not support one or more of my responses to the questionnaire that my application may be rated lower and/or I may be removed from further consideration.

B. No, I do not accept this agreement and/or I no longer wish to be considered for this position.

NOTE: It is the applicant's responsibility to verify that information entered, uploaded, or faxed (i.e., resume, veterans or Indian preference documentation, assessment questions and answers, and SF 50s) is received and is accurate.