STAFF ASSISTANT


Vacancy ID: 790967   Announcement Number: LAG-FSD-790967-LMA-386   USAJOBS Control Number: 331671000

Social Security Number

Vacancy Identification Number

790967


1. Title of Job

STAFF ASSISTANT
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

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

09
11

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

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

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

001 Staff Assistant

21. Geographic Availability

063260073 San Diego, CA

22. Transition Assistance Plan

In this section indicate if you are a surplus or displaced Federal employee requesting special selection priority under the Career Transition Assistance Plan (CTAP) or the Interagency Career Transition Assistance Plan (ICTAP). 

Note:  To receive consideration for CTAP or ICTAP, you must submit the necessary supporting documentation.  Refer to the vacancy announcement for additional information and instructions.


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:

1. Select the statement that best describes your Federal employment status.

A. I am a current U.S. Immigration and Customs Enforcement employee in the competitive service who is serving on a career or career-conditional appointment. I work within the local commuting area of the announced duty location and am assigned there on a permanent basis.
B. I am NOT a current U.S. Immigration and Customs Enforcement employee in the competitive service who is serving on a career or career-conditional appointment. I work within the local commuting area of the announced duty location and am assigned there on a permanent basis.

If you answered “A”, you must provide your location (city and state) where you work.

2. There is a time-in-grade (TIG) requirement for promotion into this position. Have you completed one year in a position at or above the GS-7 grade level?

A. Yes, I have completed one year in a position at or above the GS-7 grade level.
B. No. I have not completed one year in a position at or above the GS-7 grade level.
C. Not Applicable. TIG does not apply to me because I currently occupy (or have previously occupied) a position at or above the GS-9 grade level.

Please give the title(s), series, and grade(s) of the position(s) that support(s) your claim. Also give the beginning and ending dates (month/day/year) during which you occupied the position(s) listed.

3. There is a time-in-grade (TIG) requirement for promotion into this position. Have you completed one year in a position at or above the GS-9 grade level?

A. Yes, I have completed one year in a position at or above the GS-9 grade level.
B. No. I have not completed one year in a position at or above the GS-9 grade level.
C. Not Applicable. TIG does not apply to me because I currently occupy (or have previously occupied) a position at or above the GS-11 grade level.

Please give the title(s), series, and grade(s) of the position(s) that support(s) your claim. Also give the beginning and ending dates (month/day/year) during which you occupied the position(s) listed.

The following questions will only be used to determine whether or not you meet the minimum qualification requirements for this position. You may wish to consult the vacancy announcement for a description of those requirements.

4. Which of the following statements best describes your experience and/or education?

A. I have one year of experience ensuring that priorities and deadlines are met on a variety of administrative programs and/or projects; making logistical arrangements for meetings and conferences; searching for and assembling information from files; maintaining the calendar for a senior manager; making travel arrangements; and coordinating administrative and quasi-technical correspondence.
B. I have successfully completed two or more years of full-time graduate education or a Master's, its equivalent, or a higher degree in an appropriate discipline from an accredited college or university.
C. I have a combination of successfully completed graduate education in an appropriate discipline and experience as described in A above, the total of which equals at least one year.
D. I do not possess the education and/or experience described above.

If you chose response C or D in the previous question, you must provide the Position Title(s) and date(s) of employment referenced in your resume that demonstrate this experience.

5. Which of the following statements best describes your experience and/or education?

A. I have at least one year of experience planning, organizing and coordinating administrative activities; conveying priorities of the office director to employees and ensuring assignments are completed; preparing briefing materials; handling shifting priorities of sensitive nature; and identifying, analyzing and resolving sensitive or technical problems without supervisory intervention using tact and diplomacy.
B. I have successfully completed three or more years of full-time graduate education or a doctoral or higher degree in an appropriate discipline from an accredited college or university. If selected, I understand that I may be required to submit proof of my claim.
C. I have a combination of successfully completed graduate education in an appropriate discipline and experience as described in C above that totals at least one year. If selected, I understand that I may be required to submit proof of my educational claim.
D. I do not possess the education and/or experience described above.

If you chose response C or D in the previous question, you must provide the Position Title(s) and date(s) of employment referenced in your resume that demonstrate this experience.

The following questions will be used to rate applicants who meet the minimum eligibility and qualification requirements. In this part you will respond to questions about your experience as it relates to the position for which you are applying. Carefully review the level descriptions. For each task question, choose the level description that best describes your experience and/or training. Your responses must be fully supported within the text of your resume. Failure to properly identify your experience may result in the lowering of your overall score and/or your disqualification for this position.

6. Select the choice which best describes how you have interacted with others, including visitors, all levels of employees, and management.

A. I have interacted primarily with individuals, such as receiving instructions from my supervisor and helping visitors to find information.
B. I have cooperated with others on tasks/projects, including others who have been uninterested or uncooperative.
C. I have been an individual contributor or facilitator on several teams which met project goals and deadlines, through helping to reach consensus on problems/issues that would arise.
D. I have managed conflict within groups/between individuals by resolving confrontations and minimizing conflict.

7. Select the choice which best describes your ability to communicate orally with various levels of employees and management in order to obtain and provide information.

A. I have greeted visitors, or relayed messages, or answered and redirected phone calls.
B. I have talked to other staff members to arrange phone coverage or other duties; or made arrangements for meetings or travel; or arranged for in-house training sessions; or relayed information about payroll issues/problems.
C. I have conducted briefings/advised employees, supervisors, and managers on meeting results, basic administrative program policies, procedures, or regulatory requirements.
D. I have given short presentations at briefings and meetings (e.g., staff meetings, small project work group meetings in-house, meetings with fellow team members), or acted as the main liaison with other departments or organizations regarding administrative matters.
E. I have questioned, interviewed, or conferred with others to obtain or verify information; or participated in debate or speech programs; or explained non-technical procedures to customers.

8. Indicate the extent to which you have provided administrative or technical office support.

A. I have had no training or experience in performing this task.
B. I have scheduled appointments or travel for my supervisor or maintained my supervisor's calendar.
C. I have made travel arrangements and scheduled meetings or conferences for staff, supervisor(s), or small work groups.
D. I have planned, prioritized, and coordinated travel arrangements, meetings, or conferences (e.g., arranged for conference space, audiovisual needs, and arranged for conference registration, etc.) for events involving joint activities across several major offices within my organization.
E. I have coordinated travel arrangements and meetings or conferences (e.g., arranged for conference space, audiovisual needs, shipping of conference materials, and arranging conference registration) for large work groups, supervisors, or upper-level management.

9. Select the choice which best describes the extent to which you have prepared correspondence and other documents in proper grammar, spelling, punctuation, and format.

A. I have completed standard forms and copied information from one source to another.
B. I have written short memos, transmittal letters, and inserted key information into existing form letters.
C. I have taken meeting notes and prepared minutes, and drafted responses to requests for information.
D. I have written or drafted complete documents covering information such as office procedures or policies, training manuals, etc.; I have composed responses to inquiries and originated correspondence for my supervisor's signature; I have drafted segments of reports documenting study/review findings.

10. Select the statement which best describes how you typically plan and organize your work.

A. I have followed a schedule, goals, and guidelines prepared by my supervisor.
B. I have set goals and priorities for my own work to ensure that deadlines were met.
C. I have set goals and priorities for my own work and coordinated activities and timelines with others to ensure that project goals and deadlines were met.
D. I have set project requirements and priorities, developed strategies to achieve goals, and coordinated work requirements, resources, and personnel.

11. Have you ensured that accurate information, including available files and records, was disseminated to authorized personnel?

A. Yes
B. No

12. Have you established and maintained a task tracking system (to monitor deadlines, budget, etc.)?

A. Yes
B. No

13. Indicate the extent to which you have reviewed correspondence for proper format, conformance with instructions or manuals, grammar, typographical accuracy, and spelling.

A. I have had no training or experience in performing this task.
B. I have reviewed correspondence for only proper spelling and typographical accuracy.
C. I have reviewed correspondence for proper format, conformance with instructions or manuals, grammar, typographical accuracy, and spelling.

14. Identify the extent to which you have established and maintained files and filing systems, including ensuring their security.

A. I have had no training or experience in performing this task.
B. I have received training in maintaining files or filing systems but have not performed the task on the job.
C. I have designed or created new filing systems, including ensuring their security.
D. I have maintained existing files or filing systems, including updating, organizing, or retiring files, as a regular part of my job.

15. Have you used word processing software (e.g., Microsoft Word) to access, create, edit, print, send, retrieve, or manipulate data, files, or other information?

A. Yes
B. No

16. Have you used spreadsheet software (e.g., Microsoft Excel) to access, create, edit, print, send, retrieve, or manipulate data, files, or other information?

A. Yes
B. No

17. Have you used database software (e.g., Microsoft Access) to access, create, edit, print, send, retrieve, or manipulate data, files, or other information?

A. Yes
B. No

18. Have you used graphics software (e.g., Microsoft PowerPoint) to access, create, edit, print, send, retrieve, or manipulate data, files, or other information?

A. Yes
B. No

19. Have you served as a purchase (credit) card coordinator for an office, including verifying the costs of purchase card line items in the budget?

A. Yes
B. No

20. Have you prepared purchase orders for equipment, supplies, services, etc.?

A. Yes
B. No

21. Indicate the extent to which you have analyzed facts, defined problems, and identified solutions.

A. I have had no training or experience in performing this task.
B. I have gathered data/information (e.g., extracted program data from computer printouts of records, forms, and reports) in preparation for analysis by others.
C. I have gathered data/information (e.g., statistics) , analyzed it, and summarized the results of my findings.
D. I have gathered data/information, performed analyses, summarized results, and identified problem causes.
E. I have gathered data/information, performed analyses, summarized results, identified problem causes, and proposed/implemented solutions (e.g., recommended systems or procedures for providing administrative services such as reproduction and travel).

22. Have you provided training to others (formal classroom, coaching on the job, training on policies, etc.)?

A. Yes
B. No

23. What is your level of knowledge of federal administrative/management practices and techniques?

A. I have no knowledge in this area.
B. I have a basic understanding of federal administrative/management practices and techniques through limited experience or training.
C. I have expert knowledge of federal administrative/management practices and techniques through extensive experience or training.

24. Have you used agency-specific software (e.g., TECS) to access, create, edit, print, send, retrieve, or manipulate data, files, or other information?

A. Yes
B. No

25. Indicate the extent to which you have read, interpreted, and acted upon written information while on the job.

A. I have read routine materials/correspondence and applied this information to normal tasks (e.g., read and followed instructions to complete timesheets, reviewed packing slips to determine shipper and contents).
B. I have read materials, such as manuals, booklets, or professional articles in order to complete parts of larger projects (e.g., read management reports to provide summaries to others, read a user's manual to install a computer/software).
C. I have read difficult materials, such as scientific/technical reports, legal briefs, or new laws/regulations, in order to interpret their intent and impact on the organization, and made recommendations for responding to their intent and impact.

26. Have you evaluated administrative programs to determine their effectiveness, efficiency, or compliance?

A. Yes
B. No

27. Have you developed quantitative and qualitative productivity standards or measures of performance?

A. Yes
B. No

28. Have you developed office or organizational processes, procedures, or operating plans?

A. Yes
B. No

29. Have you acted as an administrative manager for an office, overseeing operations and providing administrative technical assistance and support and guidance to lower level staff?

A. Yes
B. No

30. Have you advised management regarding the distribution of work among positions and work units?

A. Yes
B. No

31. Have you analyzed and evaluated employee developmental needs, and recommended appropriate training to meet them?

A. Yes
B. No

32. Indicate the extent to which you have designed and developed/written new procedures, methods, policies, reports, etc.

A. I have had no training or experience in performing this task.
B. I have developed recommendations for internal/local operating policies.
C. I have written portions of local operating procedures to implement programs and ensure compliance.
D. I have designed and written new procedures, policies, reports, etc.

33. What is your level of knowledge of procurement regulations and policies?

A. I have no knowledge in this area.
B. I have a basic understanding of procurement regulations and policies through limited experience or training.
C. I have expert knowledge of procurement regulations and policies through extensive experience or training.

34. What is your level of knowledge of human resources regulations and policies?

A. I have no knowledge in this area.
B. I have a basic understanding of human resources regulations and policies through limited experience or training.
C. I have expert knowledge of human resources regulations and policies through extensive experience or training (e.g., reviewed personnel requests to ensure conformance with policy and regulatory procedures).

35. What is your level of knowledge of training regulations and policies?

A. I have no knowledge in this area.
B. I have a basic understanding of training regulations and policies through limited experience or training.
C. I have expert knowledge of training regulations and policies through extensive experience or training.

36. What is your level of knowledge of budgeting regulations and policies?

A. I have no knowledge in this area.
B. I have a basic understanding of budgeting regulations and policies through limited experience or training.
C. I have expert knowledge of budgeting regulations and policies through extensive experience or training; I have provided guidance on financial procedures.

37. What is your level of knowledge of logistics regulations and policies?

A. I have no knowledge in this area.
B. I have a basic understanding of logistics regulations and policies through limited experience or training.
C. I have expert knowledge of logistics regulations and policies through extensive experience or training.

38. What is your level of knowledge of practices for counseling and disciplining employees?

A. I have no knowledge in this area.
B. I have a basic understanding of practices for counseling and disciplining employees through limited experience or training.
C. I have expert knowledge of practices for counseling and disciplining employees through extensive experience or training.

39. Indicate the extent to which you have experience with quantitative and qualitative analysis techniques.

A. I have had no training or experience in performing this task.
B. I have correlated and analyzed narrative and statistical material in order to identify trends and assist in decision-making.
C. I have used quantitative and qualitative techniques such as work measurement, task analysis, staff-to-workload ratios, flowcharts, graphs, etc., extensively on the job.

40. What is your level of knowledge of the agency's organizational structure?

A. I have no knowledge in this area.
B. I have a basic understanding of the structure through limited experience or training.
C. I have expert knowledge of the structure through extensive experience or training.

41. Indicate the extent to which you have planned, scheduled, and carried out major processes and projects.

A. I have had no training or experience in performing this task.
B. I have implemented portions of larger projects as a team leader.
C. I have managed entire projects, including personnel, budget, timelines, etc.
D. I have planned, designed, managed, and evaluated entire programs, including personnel, budget, timelines, etc.

42. If you are a Federal employee, is your most recent performance rating equivalent to a "pass," "satisfactory," or better?

A. Yes
B. No
C. I am a Federal employee but have not received a performance rating.
D. Not applicable. I am not a Federal employee.

If you are not a current Federal employee, please provide the names and telephone numbers of three professional references (e.g., current and former supervisors, college or university professors, managers or coordinators of volunteer activities, etc.) who know your qualifications relative to this position and who we can contact to verify your credentials. Do not list personal friends or relatives.

43. Select the statement that best describes your Federal employment status.

A. I am a current U.S. Immigration and Customs Enforcement employee in the competitive service who is serving on a career or career-conditional appointment. I work within the local commuting area of the announced duty location and am assigned there on a permanent basis.
B. I am NOT a current U.S. Immigration and Customs Enforcement employee in the competitive service who is serving on a career or career-conditional appointment. I work within the local commuting area of the announced duty location and am assigned there on a permanent basis.

44.

Have you ever held (or do you currently hold) a competitive service position on a permanent basis in the federal government with promotion potential equivalent to GS-11 or higher?

A. YES
B. NO

If you chose response A in the previous question, provide the position’s title, series, pay plan, grade level or pay band plus the grade level or pay band of its promotion potential, and the dates (MM/DD/YY to MM/DD/YY) you held this position.