Support Services Specialist

This position serves as Serves as a Support Services Specialist responsible for planning, organizing, and executing comprehensive administrative and operational support functions. The incumbent directs multifaceted activities, including facilities management, procurement, property accountability, and workflow administration while establishing effective internal control procedures, building stakeholder cooperation, and optimizing mission-critical operations throughout the organization.

Major duties

Incumbent typical work assignments may include the following: Manage and oversee official mail distribution and correspondence services for multiple tenant organizations, ensuring full compliance with USPS, DoD, and agency postal directives, security regulations, and handling procedures for sensitive or classified materials. Serve as a program analyst and advisor by interpreting administrative guidelines, establishing operational workflows, setting program goals and performance metrics, and evaluating service efficiency to recommend operational improvements. Conduct program oversight, audits, and compliance inspections across supported organizational units to detect and mitigate discrepancies or potential fraud, waste, and abuse; compile and submit comprehensive postage utilization and accountability reports to higher headquarters. Develop, coordinate, and deliver specialized training programs for administrative and mail-handling personnel; serve as the primary technical point of contact and liaison for resolving complex mailing, shipping, and procedural issues. Utilize automated mail management systems and office automation software to track expenditures, manage postal equipment and metering accounts, maintain accurate records, and generate administrative reports.

Qualifications

In order to qualify for this position, you must meet the requirements described below. Basic Requirements: Specialized Experience (for positions at GS-5 or equivalent and above): Applicants must possess at least one full year of specialized experience. Qualifying specialized experience must demonstrate knowledge of the methods, principles, and procedures for providing or performing a variety of administrative functions and support services applicable to the position; ability to plan, organize, prioritize, and control work involving diverse operational activities; ability to gain cooperation, build consensus, and coordinate the work of multidisciplinary teams; skill in effective oral and written communication. -OR- Graduate Education: major study must be in public administration, business administration, industrial engineering, industrial management, or other administrative/management fields directly related to the position to be filled. GS-09: Two full academic years of progressively higher-level graduate education, or a master's or equivalent graduate degree (e.g., LL.B. or J.D.). GS-11: Three full academic years of progressively higher-level graduate education, or a Ph.D. or equivalent doctoral degree. You may qualify at the GS-09 level, if you fulfill the following qualification requirement: One year of specialized experience equivalent to the GS-07 in the Federal Service (experience may have been gained in the private sector) which has given me the knowledge, skills, and abilities to successfully perform the duties related to the position being filled. Specialized experience is defined as: 1) Analyzing procedural tasks and issues involving different but related administrative processes to complete assignments, including identifying and evaluating conditions, reviewing precedent actions, and applying standard agency guidelines; 2) Preparing and managing a variety of administrative documentation, including correspondence, reports, spreadsheets, and databases utilizing office automation software (e.g., Microsoft Office Suite); and 3) Managing mail operations by applying postal regulations (such as USPS and DoD mail manuals), handling specialized mail categories (e.g., registered, certified), and utilizing automated mail management systems to ensure regulatory compliance. You may qualify at the GS-11 level, if you fulfill the following qualification requirement: One year of specialized experience equivalent to the GS-09 in the Federal Service (experience may have been gained in the private sector) which has given me the knowledge, skills, and abilities to successfully perform the duties related to the position being filled. Specialized experience is defined as: 1) Independently managing official mail distribution and correspondence services across multiple organizations by applying comprehensive knowledge of postal laws and regulations (e.g., USPS and DoD manuals), resolving complex mailing issues, ensuring the security of sensitive materials, and serving as a technical liaison; 2) Performing program management support by researching, interpreting, and applying administrative policies to schedule work, develop program goals and objectives, and establish performance metrics to improve operational efficiency; and 3) Conducting program oversight and training by creating and submitting compliance and postage-usage reports to higher headquarters, performing inspections to identify discrepancies or potential fraud, waste, and abuse, and developing and implementing training for personnel. All qualifications and education requirements must be met by the closing date of this announcement and clearly documented in your resume. Your resume may not exceed two (2) pages. For qualifications determinations, it is recommended that applicants include their months and hours worked per week for each employment listed on their resume. If a determination is not able to be made about the duration of your creditable experience for qualification requirements, you will be removed from consideration. Read more about what should I include in my federal resume at https://help.usajobs.gov/faq/application/documents/resume/what-to-include ACTIVE DUTY SERVICE MEMBERS: Federal agencies treat active duty service member as veterans, disabled veterans, and preference eligible, when they submit, as part of their application package, a "certification" of active service in lieu of a DD-214, indicating the service member is otherwise eligible and will be discharged or released within 120 days from the date of submission. A "certification" letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. This "certification" must include your rank, dates of active duty service, type of discharge and character of service (i.e. honorable), and date any terminal leave will begin. It must be signed by, or by direction of, the adjutant, personnel officer, or commander of your unit or higher headquarters. Active duty members that fail to provide a valid "certification" of service with their initial application will be found "not eligible". Members may be appointed before the effective date of their military retirement/separation if they are on terminal leave. Current or Former Political Appointees: Agencies must seek prior approval from OPM before they can appoint a current or recent political appointee to a competitive or non-political excepted service position at any level. If you are currently or have been within the last 5 years, a political Schedule A, Schedule C, or Non-career SES employee in the executive branch, you MUST disclose that to the Human Resources Office. Time-in-grade and 90-day movement requirements must be met by the closing date of this announcement and clearly documented in your resume.

Education

Education can be substituted for experience at the GS-09 & GS-11 grade-level ARE YOU QUALIFYING BASED ON EDUCATION or A COMBINATION OF EDUCATION AND EXPERIENCE? You must provide sufficient documentation of your education in your resume. You MUST provide a copy of official or unofficial transcripts or degrees in your application package. It may also be acceptable to document your applicable course listing in your resume (course number, credits earned, etc.). 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. Applicants can verify accreditation at the following website: http://www.ed.gov/admins/finaid/accred/index.html. All education claimed by applicants will be verified by the appointing agency. If selected, an official/sealed transcript will be required prior to appointment. PASS/FAIL COURSES: If more than 10 percent of your undergraduate course work (credit hours) were taken on a pass/fail basis, your claim of superior academic achievement must be based upon class standing or membership in an honor society. GRADUATE EDUCATION: One academic year of graduate education is considered to be the number of credits hours your graduate school has determined to represent one academic year of full-time study. Such study may have been performed on a full-time or part-time basis. If you cannot obtain your graduate school's definition of one year of graduate study, 18 semester hours (or 27 quarter hours) should be considered as satisfying the requirement for one year of full-time graduate study FOREIGN EDUCATION: If you are using education completed in foreign colleges or universities to meet the qualification requirements, you must show the education credentials have been evaluated by a private organization that specializes in interpretation of foreign education programs and such education has been deemed equivalent to that gained in an accredited U.S. education program; or full credit has been given for the courses at a U.S. accredited college or university. For further information, visit: https://www2.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html