Detail to Unclassified Duties (Executive Secretary)

Clarification from the agency

Permanent internal FLETC employees only.

The Front Office is seeking a motivated detailee to perform Executive Secretary duties for 30 days, which may be extended. The detailee will perform a wide range of unclassified duties supporting FLETC senior leadership, including the Director, Deputy Director, and Chief of Staff. The position requires the highest degree of professionalism, discretion, and confidentiality when handling sensitive information and interacting with senior officials. The hours are Monday through Friday, 7:30 a.m. to 4:30 p.m. This detail is not telework eligible. No additional compensation will be paid as a result of this detail. The detail may be terminated, if warranted.

The Executive Secretary at the Federal Law Enforcement Training Centers provides comprehensive administrative support to senior leadership, including preparing and reviewing correspondence, reports, and memoranda, and maintaining accurate records. The Executive Secretary acts as a liaison between FLETC leadership, staff, and external partners, ensuring timely and effective communication. The role requires a high degree of professionalism, discretion, and attention to detail. The Executive Secretary must be able to handle sensitive information, prioritize multiple tasks, and support FLETC's mission of training law enforcement personnel.

• Receive Departmental and Congressional taskings and coordinate responses across FLETC organizational units, interfacing with FLETC and DHS officials, as well as counterparts in other departments and agencies, to ensure an efficient flow of information and facilitate timely, collaborative response.
• Ensure all internal and external communications, correspondence, and packages are addressed and routed to the appropriate lines of business for timely action.
• Screen incoming correspondence packages, verify inclusion of supporting materials, and recommend revisions to meet correspondence policy requirements.
• Analyze, assign, route, and complete internal and external taskings in the FLETC Electronic Task Tracking System; monitor the system to ensure taskings are completed on or before the due date.
• Acknowledge, track, and respond to Departmental work packages in the System of Tracking, Operations, and Records Management prior to the assigned due date. Initiate work packages and assign appropriate Departmental offices; track initiated packages to completion.
• Participate in the development of agency-level responses on issues involving legislative and departmental policy initiatives, including drafting policy, congressional inquiries, and other matters.
• Prepare and/or review official documents, memos, and reports for executive review and signature, maintaining strict adherence to DHS correspondence standards.
• Serve as the primary timekeeper for the Front Office.
• Review and/or prepare travel authorizations, vouchers, and associated documents for the Front Office and supporting offices for compliance with travel policies and regulations.
• Monitor the budget execution of the Front Office and support offices with different funding sources; develop recommendations for programming and budgetary adjustments to support program operations.
• Prepare and review requests for personnel actions in the FedHR system for Director, Deputy Director, and/or Chief of Staff signature; maintain Front Office position data and ensure accuracy in the system of record.
• Maintain accurate records and files, including personnel actions and timekeeping for the Front Office.
• Exercise discretion, sound judgment, and confidentiality when handling sensitive information and interacting with senior officials and stakeholders.
• Work independently with minimal supervision, prioritize assignments, and proactively address issues.
• Demonstrate initiative in identifying and resolving problems and improving processes.
• Assist the Front Office staff with technical research and analysis to support and implement key FLETC decisions and programs.

View common definitions of terms found in this announcement: Common Definitions.

Conditions of employment

• Successful completion of a background investigation.
• Must possess and maintain a valid state-issued driver’s license.
• U.S. citizenship is required.
• May be required to work weekends or federal holidays.
• Overtime may be required.

Qualifications

A resume must be no more than two pages. If an applicant's resume exceeds two pages, the USAJOBS database will not allow the application to be submitted. For additional assistance, please visit: USAJOBS Help Center - Update your resume now so it meets new resume requirements

• Must be a current permanent FLETC employee.
• Supervisor concurrence is required prior to applying.
• High level of personal integrity and reliability; routinely entrusted with privileged and sensitive information.
• Consistently demonstrates sound judgment, professionalism, and customer service, even in high-pressure and fast-paced situations.
• Skill in screening, revising, and routing communications and correspondence to appropriate stakeholders.
• Ability to compose, prepare, and review correspondence for senior leadership using established formats (e.g., DHS Correspondence Handbook), with strict attention to grammar, punctuation, and compliance standards.
• Proficiency in using, tracking, routing, and monitoring taskings in electronic systems.
• Ability to interface effectively with senior officials across FLETC and counterparts in other departments and agencies, and skill in coordinating responses and collaborating with multiple organizational units.
• Ability to provide operational and administrative support to senior leadership, always exercising discretion and confidentiality.
• Knowledge of DHS, FLETC, and federal policies, regulations, and guidelines related to correspondence, travel, personnel, and budget.
• Skill in serving as a timekeeper and maintaining accurate records for the Front Office.
• Ability to monitor budget execution, analyze funding sources, and develop recommendations for budgetary adjustments.
• Knowledge of federal human resource processes and systems (e.g., FedHR).
• Ability to work independently with minimal supervision, prioritize assignments, and proactively address issues.

All qualifications and eligibility requirements must be met by the closing date of the announcement.

Note: Current or former Federal employees MUST submit a copy of their SF-50 Form which shows competitive service appointment ("position occupied" block 34 on the SF-50 should show a "1"), tenure group (block 24 should show a 1 or 2), grade, and salary. If you are applying for a higher grade, please provide the SF-50 Form which shows the length of time you have been in your current/highest grade (examples of appropriate SF-50s include promotions, With-in Grade/Range Increases, and SF-50s dated a year apart within the same grade/job). If you have promotion potential in your current position, please provide proof. Employees applying with an interchange agreement must provide proof of their permanent appointment. IF YOU DO NOT SUBMIT ALL OF THE REQUIRED DOCUMENTATION, YOU WILL NOT RECEIVE CONSIDERATION AS A STATUS CANDIDATE.

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). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

A resume must be no more than two pages. If an applicant's resume exceeds two pages, the USAJOBS database will not allow the application to be submitted.

We will review your resume and supporting documentation to ensure you meet the minimum qualification requirements.

To be considered for this position, you must complete all required steps in the process, including the application and narrative responses.

Preview the job questionnaire https://apply.usastaffing.gov/ViewQuestionnaire/12973997

If, after reviewing your resume and/or supporting documentation, a determination is made that you have overstated your qualifications and/or experience, you may be removed from consideration or your score may be lowered.

1. Your resume (click the link for information on what to include). If you are a current or former Federal employee, your resume must indicate the GS or pay band level for each position held. Limit your resume to no more than two pages. The USAJOBS database will not allow an applicant to submit an application that includes a resume over two pages.
2. Your responses to the job questionnaire https://apply.usastaffing.gov/ViewQuestionnaire/12973997
3. Are you a current FLETC employee? Submit a copy of your most recent SF-50 showing your current grade and tenure; An SF-50 showing highest (permanent) grade ever held, if different from your current grade. Please note: Performance award, Details, and Realignments are not acceptable SF-50s. If you are applying for a higher grade, please provide an SF-50 or SF-50s which show the length of time in the current/highest grade (examples of appropriate SF50s include promotions, With-in Grade/Range Increases, and SF-50s dated one year apart within the same grade/job) to support meeting time-in-grade requirements.

Next steps