Administrative Management Specialist


Vacancy ID: 789701   Announcement Number: HHS-FDA-ORA-DE-13-789701   USAJOBS Control Number: 331661800

Occupational/Assessment Questions:

MINIMUM QUALIFIATIONS

1. Select one response that demonstrates how you meet the minimum qualification requirement for the GS-09 grade level of this position.

A. I have at least one year of full-time specialized experience comparable in difficulty and responsibility to the GS-07 grade level in the Federal Service (can be obtained in the public or private sector) performing all of the following: 1) using analytical and evaluative methods and techniques to conduct studies that identify improvements to the efficiency and effectiveness of management/administrative programs and make recommendations of findings; 2) planning and organizing work to meet organizational deadlines for a variety of program support operations, such as human resources, procurement, correspondence management, property, supply and inventory management, and mail/file operations; 3) carrying-out preliminary human resource functions, new employee orientation, badge/credential issuance, and fingerprinting; 4) applying budget and accounting principles to review data from various sources and to adjust data in related forms and schedules; 5) communicating in writing in order to develop correspondence and reports of findings; utilizing a variety of office automation applications, such as spreadsheets, word processing, graphics, data bases and communication packages; and 6) communicating verbally in order to counsel/advise all levels of staff on administrative regulations and procedural requirements. I certify that my resume clearly demonstrates and supports my claim of specialized experience.

B. I possess a Master's or equivalent graduate degree in personnel administration, public administration, or business administration, or two (2) full years of progressively higher-level graduate education leading to such a degree (36 semester units or the number of units your school uses to describe two graduate years of academic study), or a L.L.B. or J.D., if related. I certify that I have submitted a copy of my college transcripts (official or unofficial) or a list of college courses showing the name of the school I attended, the coursework completed, and the semester and/or quarter hours earned.

C. I have a combination of experience described in "A" and education described in "B".  I have combined my education and experience, by first taking the number of semester hours or equivalent earned towards a graduate degree, in excess of 18 semester hours, and divided this amount by 18 semester hours or equivalent; then my number of months of experience and divided by 12 months; added the percentages together in which my total amount of education and experience equals 100 percent of the qualification requirement. I certify that I have submitted a copy of my college transcripts (official or unofficial) or a list of college courses showing the name of the school I attended, the coursework completed, and the semester and/or quarter hours earned AND my resume clearly demonstrates and supports my claim of specialized experience.

D. My education and/or experience are not reflected in any of the statements listed above; therefore I do not meet the qualification requirements at the GS-09 grade level.

ADMINISTRATIVE PRACTICES AND PROCEDURES

For the following questions, choose ONE statement from the list (A through E) below that best describes your HIGHEST level of work experience in the task. Your answers to these task statements must be supported by your resume or your score may be lowered.

A- I do not have experience in performing this task.
B- I have had education or training in performing this 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 I am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.

2. Conduct staff support and program management functions based on the needs, demands and/or size of an office.

3. Resolve issues and make recommendations to improve administrative processes.

4. Make recommendations designed to improve efficiency and effectiveness of office procedures.

5. Maintain official records regarding employee's employment/pay.

6. Assist timekeepers in resolving timekeeping problems/issues associated with system entry of data.

7. Receive and review employee applications to determine eligibility for a variety of employee benefit programs, such as health and life insurance.

8. Assist with planning and coordination activities to ensure and support the implementation of administrative management program operations.

9. Serve as timekeeping liaison between employees and office.

10. Coordinate work with senior staff to assist with the development of policies, procedures, standards, and methods for collecting, processing, analyzing, summarizing, and presenting statistical and performance data needed for program evaluation and decision making.

ANALYTICAL TECHNIQUES

11. Identify problems, gather and analyze information, and draw conclusions, to make recommendations on administrative procedures, such as mail and filing processes.

12. Use qualitative or quantitative analyzes techniques to evaluate the effectiveness of clerical and administrative programs or operations.

13. Use qualitative or quantitative analyzes techniques to determine procedures that meet established goals and objectives of an organization.

14. Conduct studies and program analysis activities to determine the effectiveness of administrative operations.

15. Study and analyze information about alternative courses of action to determine which plan will offer the best outcomes.

16. Research and analyze information and develop new information about the subject studied to clarify results.

17. Identify and analyze priority areas or functions for emphasized coverage due to particular management interest, urgency, publicity, or other needs.

PROPERTY MANAGEMENT

18. Analyze office requirements and take steps necessary to identify and obtain required products/services through procurement or contractual methods.

19. Review and respond to requests for office property, supplies, equipment, and communication/telecommunication products.

20. Ensure procurement or contractual methods are used and required documentation is obtained for requests of products or services.

21. Ensure compliance with organizational purchasing and supply requirements.

22. Utilize corporate credit card to purchase office supplies, equipment and services.

23. Ensure receipt and distribution of supplies.

24. Ensure the care, custody, and use of property assigned is carried out according to organizational procedures.

25. Utilize databases to track and verify vendor information.

INVENTORY MANAGEMENT

26. Initiate requisitions when supplies are low or when specific items are needed that is not stocked.

27. Ensure vehicle records are accurate and vehicles are available for staff.

28. Keep records of vehicle inventories, maintenance, and servicing conducted.

29. Conduct semi-annual or annual inventories in accordance with office procedures.

30. Maintain supply inventories and monitor supply usage.

31. Ensure appropriate property records are maintained.

MAIL AND FILE MANAGEMENT

32. Screen and sort mail to ensure appropriate distribution.

33. Identify priority and special handling, mail requiring special monitoring, suspense or tracking.

34. Assist with the management and implementation of a records management plan for producing, accumulating, or maintaining records.

35. Assist with establishing policy for all records management actions taken.

36. Conduct surveys for the purpose of analyzing data to evaluate the effectiveness of a records management program.

37. Assist with establishing procedures for permitting individual immediate access to documents.

38. Maintain office files and ensure they are compliant with organizational procedures.

39. Maintain office publications and directives, ensuring they are current and updated periodically.

40. Conduct day-to-day mail room management to ensure that all mail is picked up expeditiously and delivered to appropriate locations.

41. Assist with the development of plans, policies, and procedures for record management activities and ensure policies and/or regulations are implemented.

COMPUTER HARDWARE/SOFTWARE

42. Use a variety of office automation systems and software packages such as Microsoft Word, Excel, Access, and PowerPoint to prepare correspondence, reports, and spreadsheets.

43. Compile data using appropriate software programs, word processing programs, databases, and tracking systems.

44. Extract, revise, and sort information from files, records and databases.

45. Use computer software programs to develop reports, spreadsheets and correspondence in final form from rough draft, notes or oral instructions

46. Acquire and manipulate data/information, (e.g. input, extract, revise, and review).

47. Schedule tasks and check status in an automated system.

48. Use databases, word processing software to integrate different software types in order to carry out office automation duties such as word processing, receiving and transmitting.

49. Use automated systems to input and/or upload new accounting data for fiscal year changes.

VERBAL COMMUNICATION

50. Communicate orally with supervisors, co-workers, visitors and customers concerning organizational policies, practices, procedures and precedent guidelines.

51. Conduct new employee orientation training and exit interviews.

52. Train office staff on a variety of administrative functions, such as records management and timekeeping.

53. Establish and maintain communication with a variety of stakeholders, such as vendors, budget personnel and managers inside and outside of the organization.

54. Serve as liaison between staff and vendors for a vehicle lease program.

55. Interview personnel and conduct on-site observation to ascertain unit functions, work performed, and methods, equipment, and personnel used.

56. Confer with personnel concerned to ensure successful functioning of newly implemented systems or procedures.

WRITTEN COMMUNICATION

57. Collect relevant statistics or other data, and assists with the preparation of reports with supporting tables, charts, and illustrations.

58. Develop measurement criteria, procedures, and data collection instruments that meet the needs of assigned study and identify problems and improvements.

59. Design, evaluate, recommend, and approve changes of forms and reports.

60. Write summary reports that include recommendations for program and process improvements.

61. Review forms and reports and confer with management and users about format, distribution, and purpose.

62. Prepare correspondence in final form from rough draft, notes or oral instructions.

63. Develop documents that include narrative, tabular and statistical data.

64. Develop documents using appropriate arrangement, spacing, format, grammar and spelling.

SECTION II. CERTIFICATION OF INFORMATION ACCURACY

65. Your responses in this Assessment Questionnaire are subject to evaluation and verification.  Later steps in the selection process are specifically designed to verify your responses.  Deliberate attempts to falsify information may be grounds for disqualifying you or for dismissing you from employment following acceptance.  Please take this opportunity to review your responses to ensure their accuracy.  By agreeing to the statement below, you are confirming that you have reviewed your responses to this questionnaire for accuracy, and verify that your responses accurately describe your current level of experience and capability.

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

A. Yes, I verify that, to the best of my knowledge and belief, all of the information included in this questionnaire is true, correct, and provided in good faith. 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 rating may be lowered 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.