New job Administrative Management Specialist in Minnesota
|Administrative Management Specialist|
Administrative Management Specialist
Company : US Forest Service
Salary : $46,964 - $74,680 a year
Location : Minnesota
This position is located at the USDA Forest Service, Eastern Region, State and Private Forestry St. Paul Field Office, duty location of St. Paul, Minnesota.
This position is responsible for assisting the Field Representative to ensure effective administrative operations and is the key internal and external contact for administrative functions vital to the success of Midwest State & Private Forestry programs.
See contact below in the Additional Information section.
- Duties listed at the target grade.
- Assist the supervisor in ensuring effective administrative operations for the unit.
- Participate in local and regional Team meetings, identify and track topics requiring discussion and decision, follow up to ensure commitments made are completed, and provide advice and guidance regarding topics of discussion.
- Maintain office continuity, perform special project assignments and facilitate overall communication and coordination for supervisor and program staff of the unit.
- Interpret established and pertinent regulations, organizational policies, management principles, and administrative rules to provide guidance to supervisor and program staff.
- Screen incoming mail including correspondence, directives and publications to determine and perform necessary action.
- Facilitate inter and intra office communications for the supervisor and staff.
- Serve as key internal and external contact on supervisor availability, a wide range of human resources related issues and participation in operations vital to program success.
- Monitor status on incoming and outgoing material and/or initiate follow-up to ensure timely reply.
- Coordinate activities surrounding scheduling of appointments and meetings, maintenance of the administrative record, and budget coordination for the project.
- Design and implement daily operations and makes independent decisions regarding time and priorities when the Field Representative is out of the office for significant periods of time.
- Monitor approaching deadline dates to keep supervisor and/or subordinate staff on time to meet deadlines.
- Prepare detailed reports requiring budgetary, statistical, and demographic information for internal and external agencies.
Occasional travel - Travel for meetings, or training may be required.
Job family (Series)
0301 Miscellaneous Administration And Program
- Assistants, Office
- Office Assistants
Conditions of Employment
- Must be a U.S. Citizen or National.
- Males born after 12/31/1959 must be Selective Service registered or exempt.
- Subject to satisfactory adjudication of background investigation and/or fingerprint check.
- Successful completion of one year probationary period, unless previously served.
- Per Public Law 104-134 all Federal employees are required to have federal payments made by direct deposit to their financial institution.
- Successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit e-verify.gov
QualificationsIn order to qualify, you must meet the eligibility and qualifications requirements as defined below by the closing date of the announcement. For more information on the qualifications for this position, visit the Office of Personnel Management's General Schedule Qualification Standards.
Your application and resume must clearly show that you possess the experience requirements. Transcripts must be provided for qualifications based on education. Provide course descriptions as necessary.
Specialized Experience Requirements
For the GS-7: You must have one year specialized experience equivalent to the GS-5 in the Federal service. OR one full year of graduate level education if related; OR an appropriate combination of graduate level education and specialized experience; OR Superior Academic Achievement (go to this site determine if you are eligible: http://www.opm.gov/qualifications/policy/ApplicationOfStds-04.asp). The education must have been obtained in an accredited college or university and demonstrate the knowledge, skills, and abilities necessary to do the work.
Examples of specialized experience are defined as one or more of the following: Served as an office assistant managing the activities, correspondence, and inquiries directed to the organization's management staff; Prepared, reviewed and edited drafts of reports and similar products; Utilized a range of automated systems to carry out administrative functions on behalf of the management staff e.g., word processing, spreadsheets, presentation, email, scheduling, travel, budget and/or other comparable software and systems; Performed studies or analyses to develop requirements for program deployment and made recommendations for improving methods.
For the GS-9: Applicants must have one year of specialized experience equivalent to at least the GS-7 grade level; OR a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related; OR an appropriate combination of specialized experience and education (only graduate education in excess of 18 semester hours may be used to qualify applicants for this grade level). The education must have been obtained in an accredited college or university and demonstrate the knowledge, skills, and abilities necessary to do the work.
Examples of specialized experience are defined as one or more of the following: Independently prepared, reviewed and edited drafts of written correspondence, presentations, reports and similar product; Utilized a range of automated systems to carry out administrative functions on behalf of the management staff e.g., word processing, spreadsheets, presentation, email, scheduling, travel, budget and/or other comparable software and systems; Reviewed and analyzed procedures to improve administrative effectiveness; Reviewed and became familiar with pertinent agency regulations, policies and procedures; Reviewed and recommended changes to operational procedures, and provided technical assistance to employees on administrative matters.
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.
TIME IN GRADE REQUIREMENT: If you are a current federal employee in the General Schedule (GS) pay plan and applying for a promotion opportunity, you must meet time-in-grade (TIG) requirements of 52 weeks of service at the next lower grade level in the normal line of progression for the position being filled. This requirement must be met by the closing date of this announcement.
There is no education requirement for this series.
For additional information about the duties of this position, please contact Sunny Lucas at firstname.lastname@example.org
Career Transition Assistance Plan (CTAP), Reemployment Priority List (RPL) or Interagency Career Transition Assistance Plan (ICTAP): To exercise selection priority for this vacancy, CTAP/RPL/ICTAP candidates must meet the basic eligibility requirements and all selective factors. CTAP/ICTAP candidates must be rated and determined to be well qualified (or above) based on an evaluation of the competencies listed in the How You Will Be Evaluated section. When assessed through a score-based category rating method, CTAP/ICTAP applicants must receive a rating of at least 85 out of a possible 100.
Veterans who are preference eligible or who have been separated from the armed forces under honorable conditions after three years or more of continuous active service are eligible for consideration under the Veteran's Employment Opportunity Act (VEOA).
Land Management Workforce Flexibility Act (LMWFA) provides current or former temporary or term employees of federal land management agencies opportunity to compete for permanent competitive service positions. Individuals must have more than 24 months of service without a break between appointments of two or more years. Service must be in the competitive service and have been at a successful level of performance or better. Part-time and intermittent service will be credited only for time actually worked. Non-pay status such as leave without pay is credited for up to six months in a calendar year; anything beyond six months is not credited. Applicants are responsible for providing sufficient information/documentation to determine if the 24 month criteria is met.
Farm Service Agency (FSA) County Employees: Permanent County employees without prior Federal tenure who are selected for a Civil Service position under Public Law 105-277 will be given a career-conditional appointment and must serve a 1-year probationary period.
For more information on applying under special hiring authorities such as the Veteran's Recruitment Act (VRA), 30 percent disabled veterans, certain military spouses, Schedule A Disabled, etc., explore the different Hiring Paths on the USAJOBS website
PROMOTION POTENTIAL: If you are selected for a position with further promotion potential, you will be placed under a career development plan, and may be non-competitively promoted if you successfully complete the requirements and if recommended by management. However, promotion is neither implied or guaranteed.
Bargaining Unit Status: this position is not covered by a Bargaining Unit.
Forest Service daycare facilities are not available.This position may be eligible to telework up to four days per week, based upon the duties of the position. This position may also be eligible for flexible work arrangements as determined by agency policy and any applicable collective bargaining agreements.
The Forest Service may use certain incentives and hiring flexibilities, currently offered by the Federal government, to attract highly qualified candidates. Additional information is available at https://www.opm.gov/policy-data-oversight/pay-leave/pay-and-leave-flexibilities-for-recruitment-and-retention/
A Recruitment or Relocation Incentive may be offered at time of selection.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
You will be evaluated based on your qualifications for this position as evidenced by the experience, education, and training you described in your application package, as well as the responses to the Assessment Questionnaire to determine the degree to which you possess the competencies listed below:
- Administration and Management
- Information Management
- Manages and Organizes Information
- Oral Communication
Your application, including the online Assessment Questionnaire, will be reviewed to determine if you meet (a) minimum qualification requirements and (b) the resume supports the answers provided to the job-specific questions. Your resume must clearly support your responses to all the questions addressing experience and education relevant to this position.
If you meet the qualification requirements and are determined to be among the best qualified, you will be referred to the hiring manager for consideration. Noncompetitive candidates and applicants under some special hiring authorities must meet minimum qualifications to be referred.
Note: If, after reviewing your resume and/or supporting documentation, a determination is made that you inflated your qualifications and or experience, your rating may be lowered to more accurately reflect the submitted documentation. Please follow all instructions carefully. Errors or omissions may affect your rating. Providing inaccurate information on Federal documents could be grounds for non-selection or disciplinary action.
To view the application form, visit: https://apply.usastaffing.gov/ViewQuestionnaire/11249232
Background checks and security clearance
Drug test required
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Trust determination process
Required DocumentsThe following documents are required for your applicant package to be complete. Our office cannot be responsible for incompatible software, illegible fax transmissions, delays in mail service, your system failure, etc. Encrypted documents will not be accepted. Failure to submit required, legible documents may result in loss of consideration.
In addition to the above, you must submit the documents below if you claim the following:
- Resume that includes: 1) personal information such as name, address, contact information; 2) education; 3) detailed work experience related to this position as described in the major duties including work schedule, hours worked per week, dates of employment; title, series, grade (if applicable); 4) supervisor's phone number and whether or not the supervisor may be contacted for a reference check; 5) other qualifications.
- If education is required or you are using education to qualify, you must submit: a copy of your college transcripts. An unofficial copy is sufficient with the application; however, if you are selected, you will be required to submit official transcripts prior to entering on duty. Education must have been successfully obtained from an accredited school, college or university. If any education was completed at a foreign institute, you must submit with your application evidence that the institute was appropriately accredited by an accrediting body recognized by the U.S. Department of Education as equivalent to U.S. education standards. There are private organizations that specialize in this evaluation and a fee is normally associated with this service. All transcripts must be in English or include an English translation.
- Current and former Federal employees: 1) Most recent non-award Notification of Personnel Action (SF-50) showing that you are/were in the competitive service, highest grade (or promotion potential) held on a permanent basis, position title, series and grade AND 2) Most recent performance appraisal (dated within 18 months) showing the official rating of record, signed by a supervisor, or statement why the performance appraisal is unavailable. Do not submit a performance plan.
- Surplus or displaced employees eligible for CTAP, RPL, or ICTAP priority: proof of eligibility (RIF separation notice, notice of proposed removal for declining a transfer of function or directed reassignment to another commuting area, notice of disability annuity termination), SF-50 documenting separation (as applicable), and your most recent SF-50 noting position, grade level, and duty location with your application per 5 CFR 330.
- Land Management Workforce Flexibility Act Eligible Applicants: please review the required documents for this hiring authority on the Forest Service website.
- Current permanent FSA County employees: most recent non-award Notification of Personnel Action, (SF-50 or equivalent) showing your highest grade (or promotion potential) held on a permanent basis, position title, series and grade AND most recent performance appraisal (dated within 18 months) per above.
- Veteran Hiring Authorities: VEOA, VRA and 30% Disabled Veterans: DD214, Certificate of Release from Active Duty, that shows dates of service and discharge under honorable conditions. If currently on active duty you must submit a certification of expected discharge or release from active-duty service under honorable conditions not later than 120 days after the date the certification is submitted. Veteran's preference must be verified prior to appointment.
- If claiming 10-point veteran's preference you must provide the DD214 or certification requirements (see above bullet), plus the proof of entitlement of this preference as listed on the SF-15 Application for 10-point Veterans' Preference. The SF-15 should be included but is not required. Failure to submit these documents could result in the determination that there is insufficient documentation to support your claim for 10-point preference.
- Public Land Corps: You must submit a Certificate of Hiring Eligibility FS-1820-0027, dated within two years after completion of Public Land Corps service in the Forest Service.
- Resource Assistants: You must submit a Certificate of Hiring Eligibility, FS-1820-0028, dated within two years after completion of the Forest Service Resource Assistants program and college transcripts.
- Schedule A, Persons with Disabilities Appointment: Letter from a physician, local, state, or federal rehabilitation office citing eligibility under 5 CFR 213.3102 (u).
- If claiming eligibility under a special hiring authority or an interchange agreement with another merit system not listed above, see the requirements for that authority and submit the required supporting documentation. Go to: USAJOBS Hiring Path for Special Authorities or Special Hiring Authority for more information.
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.
This job is open to
Career transition (CTAP, ICTAP, RPL)
Federal employees who meet the definition of a "surplus" or "displaced" employee.
Federal employees - Competitive service
Current or former competitive service federal employees.
Individuals with disabilities
Land & base management
Certain current or former term or temporary federal employees of a land or base management agency.
Peace Corps & AmeriCorps Vista
Individuals eligible under a special authority not listed above, but defined in the federal hiring regulations.
Clarification from the agency
Current permanent federal employees with competitive status, Land Management Workforce Flexibility Act, CTAP/RPL/ICTAP and VEOA eligibles, Farm Service Agency permanent county employees, 30 percent or More Disabled Veterans, Certain Former Overseas and Foreign Service Employees, Military Spouses, Interchange Agreement and Other Miscellaneous Authorities, People with Disabilities, Peace Corps and VISTA, Reinstatement, Public Land Corps, Resource Assistant Program, and VRA eligible candidates.