Job Opening: 58351 Open to current, permanent FBI employees in all locations Opening Date: December, 09, 2024 Closing Date: December, 23, 2024 11:59 p.m. (EST) Questions regarding this opening should be directed to HRS Ashley Ables at ...@fbi.gov Job Summary Position: Secretary OA (Executive Assistant to AD) GS -11/12 Division: Finance & Facilities Division Unit: Front Office Location: Washington, DC Working Hours: 8:00 a.m. - 4:30 p.m. Salary: GS - 11: $82, 764.00 - $107,590.00, GS - 12: $99,200.00 - $128,956.00 Full Performance Level: GS-12 Number of Positions Available: 1 Duration: Full Time/Permanent Additional selections may be made from this announcement to fill positions within the same division when the position includes substantially the same duties, responsibilities, and qualifications. Key Requirements
- Must be a current, permanent FBI employee
- Must be able to obtain an SCI clearance
- Limited travel required
- Selectee will be required to complete form FD-887, Request for Access to Sensitive Compartmented Information (SCI)
ALL applicants must verify completion of the basic education requirement by submitting a copy of college transcripts by the closing date of the vacancy announcement. Major Duties GS 11:
- Serves as the executive assistant to the Finance and Facilities Division (FFD) Assistant Director (AD) and the Finance Branch Deputy Assistant Director (DAD), being ultimately responsible for the efficient and effective administrative control of the immediate office and of the diverse administrative functions under the AD and DAD's purview.
- Handles all incoming communication and reviews, analyzes, and assesses each correspondence to independently determine the proper action required.
- Responsible for schedule management and arrangement of travel plans for the AD/DAD, their staff, and visiting guests and associates.
- Receives and screens incoming calls and visitors from executive management and civilian officials.
- Coordinates closely with other executive assistants on a regular basis for schedule deconfliction and executive meeting coverage.
In addition to the major duties above, GS 12 major duties include:
- Schedules, coordinates and makes arrangements for meetings and conferences and provides location, date, and agenda, to supply conferees and supervisors with necessary background information. Maintains appointment calendar and coordinates events. Schedules and prioritizes appointments and meetings with limited supervisor oversight and guidance.
- Uses organizational and planning skills and abilities in order to effectively manage the FFD front office logistics, to include front office inventory.
- Independently performs a variety of office management and administrative duties to ensure that all aspects of office policies and procedures are performed appropriately with continuity and efficiency.
Qualifications and Evaluations Please make sure your specialized experience/requirement(s) can be identified in your resume. Applicants must meet the qualification requirements by the closing date of this announcement. Your application will be evaluated and rated under the FBI's Candidate Rating Procedures. Your resume and supporting documentation will be used to determine whether you meet the job qualifications listed in this announcement and will be compared to your responses to the online assessment questionnaire. High self-assessment in the vacancy questions that is not supported by information in your resume, and/or supporting documents may eliminate you from Most Competitive status. If you are deemed Most Competitive, you will be referred to the selecting official for further consideration. All applicants will be rated on the following Competencies:
- Communication
- Flexibility/Adaptability
- Initiative
- Technology Application
Specialized Experience (SE): GS - 11: Applicant must possess at least one (1) year of specialized experience equivalent to the GS - 9 grade level. SE is defined as follows:
- Using Word-processing and Information systems in support of office operations.
- Preparing correspondences using appropriate grammar, spelling and punctuation.
- Independently performing routine and non-routine assignments related to program operations.
GS- 12: In addition to the above SE. Applicants must have one (1) year of specialized experience equivalent to the GS-11 grade level.
- Advising executive assistants and others at subordinate levels concerning correspondence, administrative and protocol procedures.
- Managing office and administrative operations to ensure office programs are run with continuity and efficiency.
Education All degrees must be from an accredited college or university. Education may be substituted for specialized experience as follows: GS-11: Applicant must have a Ph.D. OR equivalent doctoral degree OR 3 full years of progressively higher level graduate education leading to such a degree OR LL.M., if related. How to Apply For detailed instructions related to applying, uploading documents, withdrawing an application or updating your application, please review instructions on How to Apply . If applying online is a hardship, please use the contact information listed in the vacancy announcement prior to the closing date for assistance. Required Documents To apply to this position, interested applicants must provide a complete application package by the closing date which includes:
Your resume, specifically noting relevant work experience and associated start and end dates A complete assessment questionnaire Other supporting documents (if applicable) : - College transcripts, if qualifying based on education or if there is a positive education requirement
- Memorandum for Record (MFR), Please see Additional Information
Documents that were uploaded one or more years ago will need to be uploaded again. Although an applicant may see these documents within their current profile, the HR Specialists may not have access to view them. All applicants are being asked to upload another copy (if applicable) to ensure the staffing units can review the complete application. You must complete this application process and submit any required documents by 11:59 p.m. (EST) on the closing date of this announcement. If applying online is a hardship, please contact the HR Specialist listed in the vacancy announcement prior to the closing date for assistance. What to Expect Next Once your complete application is received we will conduct an evaluation of your qualifications and determine your ranking. The Most Competitive candidates will be referred to the hiring manager for further consideration and possible interview. You will be notified of your status throughout the process. Additional Information
- Failure to provide necessary and relevant information required by this vacancy announcement may disqualify you from consideration. Additional information will not be requested if your application is incomplete. Your application will be evaluated solely on the basis of information you have submitted.
- As the federal agency whose mission is to ensure the fair and impartial administration of justice for all Americans, the Department of Justice is committed to fostering a diverse and inclusive work environment. To build and retain a workforce that reflects the diverse experiences and perspectives of the American people, we welcome applicants from the many communities, identities, races, ethnicities, backgrounds, abilities, religions, and cultures of the United States who share our commitment to public service.
- Federal agencies may request information regarding the vaccination status of selected applicants for the purposes of implementing the other workplace safety protocols. Positions with fitness for duty requirements or those that require international travel may require proof of certain vaccinations.
- Management may select at any grade for which this position has been announced.
- Identification of promotion potential in this announcement does not constitute a commitment or an obligation on the part of management to promote the employee selected at some future date. Promotion will depend upon administrative approval and the continuing need for an actual assignment and performance of higher-level duties.
- Limited Movement: Policy has been implemented wherein support employees entering a position through a competitive OR non-competitive action may be precluded from moving to another position within the Bureau by means of reassignment or change to lower grade for a minimum of 12 months. HRD will waive this limited movement policy for qualified employees, who have received an official notification letter that their current position is being relocated to Redstone Arsenal in Huntsville, Alabama by 2024, so those employees can compete for a position elsewhere.
- Probationary employees are precluded from being considered for all job opportunities until 12-months of their 24-month probationary period has concluded. Probationary employees may be considered for competitive vacancies that are advertised within their respective division or field office after serving 90 days within the FBI.
- Candidates will not be considered if currently on a Performance Improvement Plan (PIP); a Letter of Requirement (LOR); or have failed a PIP or LOR and are currently awaiting the final action by HRD.
a. A Performance Improvement Plan (PIP) is a 90-day written developmental plan for an employee whose performance on one or more critical elements is rated Inconsistent. b. A Letter of Requirement (LOR) is issued when a supervisor identifies leave abuse and/or when frequent absences negatively impact operations of an office.
- Relocation expenses will be borne by the selectee, except FBI employees returning from LEGAT assignment. Employees returning from LEGAT assignments must advise the Staffing and Administrative Unit / International Operations Division of their application for this position.
- Current tax law impacts your transfer by making your moving expense reimbursements taxable. Please contact Transfer_Issues for information regarding taxable expenses. For additional insight on the personal impact of the IRS tax rules, you may wish to contact the IRS or a tax professional. Federal Travel Regulation provides that the Withholding Tax Allowance (WTA) plus the Relocation Income Tax Allowance (RITA) are designed to substantially reimburse an employee for the additional Federal, State, and Local taxes associated with a change of duty station and the FBI has the authority to compensate employees through the WTA and RITA.
- Candidates receiving a transfer of physical location, whether at the expense of the FBI or not, will be required to complete a one year commitment to the assignment, prior to moving to a new position at the FBI. The 12-month waiting period begins the day an employee reports for duty at the new location.
- Employees selected for promotions at the GS-12 level or higher, as well as employees selected for positions where a transfer of location is required, will be processed through the name check program prior to being notified of their selection.
- Memorandum for Record: Work performed outside assigned duties (that would not normally be documented on a SF-50, i. e., back-up duties), has to be documented in detail by an immediate supervisor in order to receive full credit for amount of time worked in that position. If no documentation is furnished no credit will be given for time worked in that position. The following notations must be specified in the documentation (Memorandum for Record):
a. Percent of time worked in the particular position (cannot conflict with main duties) b. The month/year work began c. Frequency worked (i.e., daily, monthly, etc.) d. Specific duties performed Attach the Memorandum for Record to your application in the Cover Letters and Attachments section of My Career Tools on the Careers Home page. Please upload the attachment as type Other. Nepotism Nepotism is the act of favoring relatives in the hiring process, and is prohibited by law. Public officials are prohibited from hiring or promoting relatives or relatives of officials in their chain of command, as well as actively or indirectly endorse a relative's appointment or promotion. During the hiring process, all selected candidates and FBI hiring managers will be required to certify they are not related to anyone involved in the hiring process. Reasonable Accommodation Request The FBI provides reasonable accommodations to qualified applicants with disabilities. If you need a reasonable accommodation pursuant to a sincerely held religious belief or medical disability for any part of the application and/or hiring process, please notify the Office of Equal Employment Opportunity Affairs (OEEOA) Reasonable Accommodation (RA) Program by either e-mail at ...@fbi.gov , telephone at 202-###-####, or FAX at 202-###-####. Your request will receive an individualized assessment. This e-mail address is only for reasonable accommodation requests. Please do not submit your application and/or any questions unrelated to reasonable accommodations. Should any applications be received, they will not be forwarded for consideration during the hiring process. Equal Employment Opportunity The FBI is an Equal Opportunity Employer and all qualified applicants will receive consideration for this vacancy. Unless explicitly authorized by law, selection will be made without regard to, and there will be no discrimination because of, color, race, religion, national origin, marital status, parental status, physical or mental disability, genetic information, age (40 or over), sex (including pregnancy and related conditions, gender identity, and sexual orientation), or on the basis of personal favoritism, or any other non-merit factors. Careers