Summary
The Department of Administrative Services (DAS), Procurement Management Division (PMD) seeks an experienced and highly skilled Supervisory Administrative Specialist to join its team and help manage a comprehensive procurement program for the federal judiciary. The incumbent will support the division's leadership by overseeing the division's administrative matters, managing the office and the division's budget.
This job is open to
Clarification from the agency
This vacancy announcement is open to the public. This position allows for situational and recurring telework, but does not qualify for full-time or remote telework.
Duties
This position will report to the Chief of the Procurement Management Division (PMD) in the Department of Administrative Services (DAS). The Supervisory Administrative Specialist supports the division chief, supervises other administrative support staff, and is responsible for managing the division's budget and developing, implementing, and administering effective office management and administrative systems for the division. The incumbent will provide technical guidance for the development, execution, and management of the division and other critical programs and policies necessary for the PMD to carry out its mission and to build and retain a highly skilled and diverse acquisition workforce. The incumbent identifies, plans, organizes, and manages available resources to accomplish project and program activities and makes optimal use of resources to complete activities within established goals.
The duties of this position include, but are not limited to:
- Developing and implementing policies, procedures, performance objectives, and goals to develop and manage the major PMD initiatives and programs.
- Serving as division's resource manager by managing the division's budget for staffing, contractor support, supplies, training, and travel; developing and maintaining budget reports for division leadership's planning and use; and forecasting the division's spending and budgetary needs.
- Serving as the PMD office manager and staff action control officer to oversee and ensure all administrative actions proceed in a manner consistent with established objectives, schedules, consistency of delivery of messages and other communications, appropriate level of coordination, and soundness of recommendations.
- Working independently to measure and evaluate program accomplishments, effectiveness, program improvements, and compliance with existing guidance.
- Coordinating, tracking, and reporting status on the division's leadership tasking to staff.
- Analyzing, evaluating, and recommending more efficient, effective, and economical ways to meet workload and program goals; and developing strategies for the planning, analysis and completion of studies and projects.
- Measuring program accomplishments, results, effectiveness, and developing and presenting decision briefings and in-process review presentations to senior leadership on findings and progress.
- Supervising and coordinating all correspondence within the division to ensure its quality and accuracy including, managing the routing and organization of incoming and outgoing correspondence, work assignments, and inquiries handled by the division's administrative team.
- Directing the development and refinement of presentations, meeting agendas, and correspondence on behalf of the division's leadership.
- Interpreting and applying administrative policies and procedures within the division.
- Coordinating training and professional development opportunities for division staff members.
- Initiating and monitoring personnel actions within the division; and ensuring compliance with established protocols and regulations while maintaining accurate records of personnel-related activities.
- Coordinating the creation of various reports required by the division and ensuring the thorough review, valuation, and consistent management of office-wide staff actions, including memorandums, reports, studies, fact sheets, and information papers to maintain quality control and coherence.
- Overseeing the review, evaluation, and management of office-wide staff actions (i.e., memorandums, reports, studies, fact sheets, information papers, etc.) for quality control and overall consistency.
- Using expert skills to study work methods, administrative guidelines, procedures, utilization of work assignments, delegations of authority, management controls, information, and documentation systems to provide communication and coordination among all relevant parties and assure consistency, accuracy, and quality of reporting and policy related program efforts.
- Tracking and communicating key departmental and division suspense dates to division's staff including, performance management, training, and award recognition deadlines.
- Managing the division's contracts.
Requirements
Conditions of Employment
CONDITIONS OF EMPLOYMENT
- All information is subject to verification. Applicants are advised that false answers or omissions of information on application materials or inability to meet the following conditions may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed.
- Selection for this position is contingent upon completion of OF-306, Declaration of Federal Employment during the pre-employment process and proof of U.S. citizenship for competitive status positions or conversion to a competitive status position with the AO. If non-citizens are considered for hire into a temporary or any other position with non-competitive status or when it is confirmed by the AO Human Resources Office there are no qualified U.S. citizens for a competitive status position (unless prohibited by a law or statue), non-citizens must provide proof of authorization to work in the U.S. and proof of entitlement to receive compensation. Additional information on the employment of non-citizens can be found at USAJOBS Help Center | Employment of non-citizens/. For a list of documents that may be used to provide proof of citizenship or authorization to work in the United States, please refer to Form I-9, Employment Eligibility Verification.
- All new AO employees will be required to complete an FBI fingerprint-based national criminal database and records check and pass a public trust suitability check.
- New employees to the AO will be required to successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights/responsibilities, visit https://www.e-verify.gov/.
- All new AO employees are required to identify a financial institution for direct deposit of pay before appointment.
- You will be required to serve a trial period if selected for a first-time appointment to the Federal government, transferring from another Federal agency, or serving as a first-time supervisor. Failure to successfully complete the trial period may result in termination of employment.
- If appointed to a temporary position, management may have the discretion of converting the position to permanent depending upon funding and staffing allocation.
Qualifications
Applicants must have demonstrated experience as listed below. This requirement is according to the AO Classification, Compensation, and Recruitment Systems which include interpretive guidance and reference to the OPM Operating Manual for Qualification Standards for General Schedule Positions.
Specialized Experience: Applicants must have at least one full year (52 weeks) of specialized experience which is in or directly related to the line of work of this position. Specialized experience must demonstrate experience in ALL areas defined below:
- Experience developing and implementing comprehensive office procedures;
- Experience providing executive-level administrative support and oversight; and
- Experience managing an organization's budget;
Education
This position does not require education to qualify.
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.
Review our 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.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
We will review your resume and supporting documentation and compare this information to your responses on the occupational questionnaire to determine if you meet the minimum qualifications for this job. If you meet the minimum qualifications for this job, we will evaluate your application package, to assess the quality, depth, and complexity of your accomplishments, experience, and education as they relate to the requirements listed in this vacancy announcement.
You should be aware that your ratings are subject to evaluation and verification. If a determination is made that you have rated yourself higher than is supported by your resume and/or narrative responses, you will be assigned a rating commensurate to your described experience. Failure to submit the mandatory narrative responses will result in not receiving full consideration and/or rating credit. Deliberate attempts to falsify information may be grounds for not selecting you, withdrawing an offer of employment, or dismissal after being employed.
Required Documents
For this job announcement the following documents and/or information are required:
- Resume - Any written format you choose to describe your job-related qualifications.
- Citizenship - Include country of citizenship on resume.
- Notification of Personnel Action (SF-50) - All applicants outside of the AO must submit a copy of your latest SF-50 to verify current or former Federal employment status.
- Veterans Preference documentation - Certificate of Release or Discharge from Active Duty (DD Form 214), if applicable Application for 10-Point Veteran Preference (SF-15) and an official statement, dated 1991 or later, from the Department of Veterans Affairs or from a branch of the Armed Forces, certifying to the veteran's present receipt of compensation.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
To apply for this position, you must complete the online application and submit the documentation specified in the Required Documents section below.
The complete application package must be submitted by 07/03/2024 to receive consideration.
To begin, click
- Apply Online to access an online application. Follow the prompts to select your USAJOBS resume and/or other supporting documents. You will need to be logged into your USAJOBS account or you may need to create a new account.
- You will be taken to an online application. Complete the online application, verify the required documentation, and submit the application.
- You will receive an email notification when your application has been received for the announcement.
- To verify the status of your application, 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 Status page will display the status of your application, the documentation received and processed, and your responses submitted to the online application. Your uploaded documents may take several hours to clear the virus scan process.
- Click the following link to view and print the occupational questionnaire https://apply.usastaffing.gov/ViewQuestionnaire/12429022
Next steps
After a review of your complete application is made, you will be notified of your rating and referral to the hiring official if determined qualified. If further evaluation or interviews are required, you will be contacted.
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