Administrative Specialist

About the role

This position is in the Bureau of Emerging Threats Front Office (ET/FO), supporting the Assistant Secretary, Principal Deputy Assistant Secretary, and Deputy Assistant Secretaries. ET leads the Department in identifying and responding to emerging and rapidly evolving technological threats to U.S. national security.

ET advises the Secretary on threats including international cyber threats, space-based threats, disruptive technologies, and threats to international critical infrastructure.

What you will do

• Plans, directs, and coordinates administrative programs and operations in assigned areas including travel, conference support, event planning, scheduling, and paper processing.
• Manages the flow of highly sensitive and time-critical correspondence, action memoranda, information memoranda, and briefing materials into and out of the Front Office.
• Conducts studies and analyses of ET/FO and bureau-wide administrative program issues to develop recommendations for process improvements.
• Leads the development and implementation of new business processes and policies to enhance the efficiency and effectiveness of ET /FO and bureau administrative operations.
• Advises on administrative policies, procedures, and requirements for ET/FO staff, bureau personnel, and external stakeholders.
• At the GS-11 level, the incumbent performs duties as outlined above; however, the scope and complexity of assignments are of less responsibility and independence.
• The incumbent receives closer than normal supervision than at the GS-12 level.

Education

Education completed in foreign colleges or universities may be used to meet the education requirements if you can show that the foreign education is comparable to that received in an accredited educational institution in the United States. It is your responsibility to provide such evidence when applying.

For a list of accredited organizations recognized as specializing in interpretation of foreign education credentials, visit: ***

How you will be evaluated

The evaluation process consists of the ApplyGov Competency Based Assessments and a crediting plan for which applicants will be assigned a score between 70 and 100. A resume review will be conducted for minimum qualification requirements, as described in the “Qualifications” section of this announcement, of the top qualified candidates based on combined total score.

Resumes longer than two pages will be deemed ineligible and will not be considered further. Responses to questions that are not fully supported by your resume may result in a rating adjustment.

You will be assessed on the following job-related competencies (knowledge, skills, abilities, and other characteristics): Non-Supervisory: Oral Communication, Writing, Interpersonal Skills, Problem Solving, Teamwork, Technology Orientation, Customer Service, Attention to Detail and Self-Management.

Set aside at least 2 hours to take the external assessments; however, most applicants complete the assessments in less time. There are timed sections that must be completed within the allotted timeframe.

Your score from the Non-supervisory assessment will remain on file for 180 days, allowing you to apply for multiple DOS-announced positions without needing to retake the assessments. Top applicants may be referred to the hiring manager for further consideration.

The assessment is used to measure the degree in which your background matches the competencies and KSAs required for this position. Your qualifications will be evaluated on the following competencies: Knowledge of administrative functions, including logistics/conference support, travel, financial management, space management and planning, scheduling, and paper processing.

Skill in program coordination. Skill in program analysis. Ability to develop recommendations to improve administrative operations.

Ability to advise on new/revised business processes, policies, and strategies. Skill in written and oral communication sufficient to interface with senior officials, staff, and management at all levels. Applicants found to be among the top qualified candidates will be referred to the hiring official for further consideration and possible interview.

Qualified non-competitive candidates must be deemed best qualified based on the applicant assessment in order to be referred to the hiring official for further consideration and possible interview. In describing your experience, please be clear and specific. We do not make assumptions regarding your experience.

Overstating your qualifications and/or experience in your application may result in your removal from consideration. You may preview questions for this vacancy.

Documents you must provide

• All required documents listed below, that are applicable to you, must be submitted to our automated system by 11:59 p.m. Eastern Time (ET) on the closing date of this announcement.
• Resume limited to two pages showing relevant work/volunteer experience, education and training.
• Include the start and end dates (from month/year to month/year) and the number of hours per week worked/volunteered.
• Your resume serves as the basis for qualification determinations and must support your answers to the completed online assessment questions.
• Resumes longer than two pages will be deemed ineligible and will not be considered further.
• Transcripts, if applicable and you are qualifying based on education.
• See the Qualification and Education sections of this announcement for more information.
• If selected, an official/sealed college transcript(s) will be required to verify education prior to employment.
• Most recent SF-50s (Notification of Personnel Actions), if you are a current eligible DOS employee (per 3 FAM 2313.4(a)(5)), including current employees applying under a non-competitive hiring authority.
• The SF-50s must show: effective date, position title, series, grade, salary, tenure, position occupied, full promotion potential, and name of agency.
• Multiple SF-50s may be needed to show all required information (e.g., promotion, within-grade increase, and separation SF-50s).
• Award SF-50s often do not show the required information.
• Performance appraisal, strongly encouraged for current eligible DOS employees.
• Submit a copy of your most recent (i.e., usually within the last 18 months) final (i.e., not a mid-year review) official (i.e., signed by the rating official and in original format) annual performance appraisal for the hiring manager's consideration.
• If a performance appraisal is not available, you may provide a statement and/or a statement from your supervisor explaining the reason one is not available and your servicing HR Office contact information (name, email address, phone number).
• Note: You may be requested to provide an appraisal to the hiring official if one was not provided with your application.
• To receive a promotion, the employee's most recent performance rating must be “fully successful” or an equivalent level or higher.
• Employees who are tentatively selected to receive a promotion will be required to provide performance documentation within two business days of request.
• Servicing HR Offices may be contacted to verify performance ratings.
• Non-competitive hiring authority eligibility documentation, if applicable.
• If you are a current eligible DOS employee applying under a non-competitive hiring authority (e.g, FS tenured employees, USUN reinstatement eligibles, Schedule A), you must submit proof of non-competitive eligibility with your application.
• For information related to Schedule A hiring authority for individuals with disabilities visit OPM's hiring information site.
• CTAP documentation, if applicable (e.g., reduction-in-force (RIF) separation notice, certification of expected separation, etc.).
• In addition submit a copy of your current (or last) performance rating of record which must be at least fully successful or equivalent and submit all required documents listed above that apply to you (e.g., resume, transcripts, SF-50, etc.).

What to expect next

After all application packages are received, we will review applications and evaluate applicants' qualifications. Then, in approximately two weeks after this announcement closes, we will refer candidates, as described in the “How You Will Be Evaluated” section, to the hiring manager for selection consideration.

Your application status will be updated up to four times during the following hiring phases: After applications are received. After applications are assessed to determine qualifications. After candidates are referred to the hiring manager.

After a selection is made. For the selected candidates who receive a tentative job offer, we will conduct a suitability review and/or security background investigation that generally takes an average of at least two to six months.

Additional information

To request a reasonable accommodation for additional time on the timed sections of the assessment, please submit your request using the “Request a Reasonable Accommodation” button within the Assessment Application. For all other reasonable accommodations at the U.S. Department of State, please contact the Office of Accessibility and Accommodations (OAA) at ***.

OAA is responsible for reviewing and adjudicating reasonable accommodation (RA) requests for the Assessment Battery being used for this announcement. The following applies to all RA requests: RA requests cover additional time on timed sections only. Applicants submitting a RA request MUST attach supporting medical documentation signed by a licensed, treating medical provider.

The documentation should describe the nature, severity, and expected duration of the condition, identify the relevant medical condition or diagnosis, and explain the basis for the requested extension. RA requests that do not contain supporting medical documentation attachments at the time of initial request may be subject to further review.

Note: the following documents do not, on their own, qualify for automatic approval of the RA request: Schedule A letters, VA benefits letters, or SSA letters.

Applicants MUST submit their application before the vacancy closes, even if pending an accommodation decision.

Applicants are encouraged to carefully follow instructions related to medical documentation provided in the vacancy announcement prior to beginning the RA process. Applicants will have 48 hours after their RA request is adjudicated to complete the assessment battery.

Scores generated after the allotted timeframe will not be admissible and the applicant will not be considered further for the vacancy. If a different type of RA is needed, please contact OAA directly at ***. Multiple positions may be filled from this announcement.

If eligible, applicants to this announcement may be referred to other similar positions in other Bureaus/Offices in the Department for up to 240 days and may require a higher or lower security clearance. Telework eligibility and security clearance requirements may vary for such similar positions.

Agency & Interagency Career Transition Assistance Program (CTAP & ICTAP): View OPM's CTAP & ICTAP eligibility website for more information.

You must be rated in the Well-Qualified category and submit supporting documents under the required documents section of this announcement to receive selection priority consideration.

To be considered Well-Qualified applicants must: score an 85 or above, meet Minimum Qualifications, and demonstrate proficiency in some, but not all major aspects of the position.