Summary
This assignment is a 1-year non-reimbursable assignment.
This assignment is within Health Information Systems and Decision Support
We encourage you to read the entire announcement prior to submitting your application.
Position Title: Special Assistant
This is not a Virtual/Remote JDA
Series: Requested: All Job Series
Security Clearance: None
Assignment Location: Washington, DC
This is a Detail.
Clarification from the agency
This detail opportunity is for current competitive and excepted service employees only. If
you are not a current federal civilian employee you will not be eligible for this position. DHS Joint Duty Assignments do not apply to members of the Military service or contractors.
Duties
Serves as a Special Assistant with overall responsibility for handling a wide range of administrative and executive support related tasks for the Chief Medical Information Officer and Deputy Chief information Officer for Health Information Systems and Decision Support (HISDS). As the Special Assistant, the incumbent has the responsibility for the correspondence control and management of administrative procedures. In additional to normal administrative functions, incumbent manages the executive's schedule and workload, prepares documents, presentations and talking points in advance, acts as gatekeeper, follows up on meetings, external contacts, stakeholders etc., and ensures a smooth facilitation and operations of the office. Plans, coordinates, and performs activities which contribute to the effective management of HISDS and the optimum utilization of resources. Ensures content reflects proper grammar and format prior to presenting for final approval.
Responsibilities include providing programmatic and policy related administrative support to the Chief Medical Information Officer and Deputy Chief information Officer. Assignments require the incumbent to maintain a personal and confidential relationship with senior management. Incumbent is responsible for handling sensitive and confidential special assignments. Assignments may entail interaction with higher ranking members within DHS senior leadership, other agencies, or with significant representatives of Congress and state, local, tribal, and private sector. Responsible for scheduling and making all appointments, drafting, proofreading, and/or preparing correspondence for signature, coordinating travel and conferences, development of itineraries, preparation of meeting minutes, and the development or coordination of formal briefing materials. Arrange and schedule meetings and video teleconferences, monitor the executive's e-mail for incoming requests for information and/or comment. Compile and prioritize e-mails and alert the executive. As a member of the HISDS team the incumbent will also support, training, audits, scribe meetings, managing short term and special projects and tasker responses. Must have experience with CONCUR and government travel requirements.
Conditions of Employment
- Must be a current permanent Federal employee
- Must have supervisory approval to apply to the Joint Duty Assignment. DHS 250-2 Application Form under "required documents" section.
- Must NOT have any pending/outstanding disciplinary actions
- Must have achieved a minimum of "meet expectations/proficiency" on latest performance appraisal/evaluation
- Must be currently at the grade level of the detail. *No Temporary Promotion Opportunity*
- The program does not apply to members of the Military service or contractors.
Qualifications
Qualifications required:
- Mastery of the laws policies, and regulations of the administrative support field that are needed to apply new theories and developments to problems not susceptible to treatment by accepted methods, and to make decisions or recommendations that significantly impact administrative programs.
- Mastery of a wide range of methods for the assessment and improvement of complex administrative programs processes, and systems.
Skill to plan, organize, and implement and critically evaluate administrative programs, plans, and proposals involving substantial agency resources, or that require extensive changes in established procedures.
- Expertise in developing integration and synchronizing initiatives between HISDS and the organizational components conducting mission business.
- Knowledge of DHS and national security policy, goals, and missions. Expert ability to analyze incoming tasks to ensure appropriate assignment and to analyze and assess proposed responses and products to ensure consistency with the mission and program direction.
- Expert knowledge of advanced management and organizational concepts, principals, practices, and their application to respond to of broad spectrum of policy or program administrative issues. Skill in interpreting complex policy guidance and conducting complex management studies where uncertainties exist and there is a need for change.
- Strong written and oral communications skills are required including proper grammar and formatting.
- Knowledge of computers, related office equipment, and their respective security requirements. Strong knowledge of and ability to employ Microsoft Office programs (Word, Excel, Outlook, PowerPoint, Internet Explorer, etc.) and Windows operating systems plus any management information system specifically designed for agency operations.
- Knowledge of Agile Principles and Project management.
- Knowledge of Information Technology and Information Management.
- Familiarity with Microsoft Teams.
Please read the following important information to ensure we have everything we need to consider your application:
It is your responsibility to ensure that you submit appropriate documentation prior to the closing date. Your resume serves as the basis for qualification determinations and must highlight your most relevant and significant experience as it relates to this Joint Duty assignment opportunity announcement.
Be clear and specific when describing your work history since human resources cannot make assumptions regarding your experience. Your application will be rated based on your resume.
Please ensure EACH work history includes ALL of the following information:
- Job Title (Include series and grade of Federal Job)
- Duties (Be specific in describing your duties)
- Name of Federal agency
- Supervisor name, email, and phone number
- Start and end dates including month and year (e.g. June 2007 to April 2008)
Education
EDUCATIONAL SUBSTITUTION: There is no educational substitution for this position.
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
You will be evaluated for this job based on how well you meet the qualifications above.
We will review your resume and supporting documentation to ensure you meet the basic qualification requirements. If you meet the minimum qualifications, your experience, education, and training will be rated using a job questionnaire based on the competencies or knowledge, skills, and abilities needed to perform this Joint Duty Assignment.
If you are among the best qualified, you may be referred to the hiring manager for consideration and may be called for an interview. After reviewing your resume and supporting documentation, a determination will be made. You must submit the supporting documents listed under the required documents section of this announcement.
Note: DHS continues to take necessary steps to keep our workforce safe amid the COVID-19 pandemic. If you receive a final Joint Duty Assignment offer to onboard, please complete the onboarding requirements and/or forms and submit them electronically in an expeditious manner. Your start date may be delayed if the action above is not completed.
1. Resume: Do not include any personally identifiable information (PII) i.e., home address, social security number, or date of birth. Your resume must clearly demonstrate you have experience which meets the requirements of this position as outlined in the "Qualifications" section.
2. SF-50: Submit a copy of your official SF-50 (no text version) or other official "Notification of Personnel Action" document which shows the following information:
- Your appointment in the Federal service
- Tenure
- Grade and Step
- Full performance level
If your SF-50(s) does not provide the information needed to make a final determination for qualification, you will be found ineligible for the position.
3. DHS Joint Duty Assignment Application Form signed by your supervisor. Please click on the following link to access the required form DHS Form 250-02.
All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on 10/08/2024 to receive consideration.
- To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and other supporting documents, and complete the questionnaire.
- Click Submit My Answers to submit your application package. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link, and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.
Next steps
Once you submit your application, we will assess your experience and training, identify the best qualified applicants, and refer those applications to the selecting official for further consideration and a possible interview. We will notify you by email at various stages in the process. Your status will also be updated on USAJOBS throughout the process. To check your status, log on to your USAJOBS account, click on "Application Status," and then click "More Information." We expect to make a final JDA offer within 90 days after the deadline for applications. If you are selected, we will conduct a suitability/security background investigation.
Telework: Telework eligibility is based on the needs of the office and is subject to change.
Additional information pertaining to your interest and availability for this position may be needed after the closing date of the Joint Duty Assignment vacancy announcement; therefore, a timely response to these requests must be adhered to in order to remain in consideration.
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