Staff Assistant

This position is within the Washington Headquarters Services (WHS) , Security Enterprise Services Directorate (SESD), in the Immediate Office of the Director and serves as a Staff Assistant to the Director and Deputy Director for matters in support of SESD and WHS. The incumbent provides a wide range of administrative services in support of office administration and functions.

Major duties

Incumbent typical work assignments may include the following: Directs comprehensive administrative and logistical operations for the WHS SESD Director and Deputy Director, including time and attendance reporting, procurement of office supplies, IT coordination, and protocol support for special ceremonies and VIP functions. Evaluates and processes complex, sensitive administrative projects, studies, and requests; drafts original correspondence for executive signature and synthesizes divergent inputs from federal and private-sector entities into unified briefs. Designs and compiles detailed read-ahead packages and reference portfolios for Director-level decision meetings, summarizing lengthy technical reports and verifying key facts to facilitate rapid, executive-level decision-making. Manages the master calendars for the Director and Deputy Director, forecasting recurring events, resolving scheduling conflicts, and serving as the primary liaison for Senior Executive Service (SES) principals, action officers, and joint stakeholders. Conducts high-priority, quick-turn studies and assessments on unique organizational issues, partnering with OSW, OJCS, and Military Departments to retrieve data, analyze findings, and recommend policy solutions for emergency or un-precedented situations.

Qualifications

Promotion Potential: If you are selected below the full performance level, you will be placed under a career development plan and may be non-competitively promoted if performance is satisfactory, you successfully complete all requirements and are recommended by management. Promotion is not guaranteed, and no promise of promotion is implied. In order to qualify for this position, you must meet the requirements described below. 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 grade level in the Federal service (experience may have been gained in the private sector) that demonstrates your ability to Assist with daily office administrative duties, including monitoring office supply inventories, placing standard orders, submitting routine IT or equipment maintenance requests, and greeting or routing visitors; Entering, updating, and maintaining tracking information in electronic databases or spreadsheets; AND Coordinating routine meeting rooms, adjusting simple calendar invites. OR Education: Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree in a field which demonstrates the knowledge, skills, and abilities necessary to do the work of the position, such as: Criminal justice, Security Management, or Law Enforcement and Administration. OR Combination of Education and Experience 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 grade level in the Federal service (experience may have been gained in the private sector) that demonstrates your ability to Coordinate calendars and meeting requests for program managers or department directors; Reviewing incoming mail or electronic tasks to route them to the correct staff member; AND Tracking the status of active assignments and deadlines across a team to ensure on-time completion. OR Education: Ph.D or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree in a field which demonstrates the knowledge, skills, and abilities necessary to do the work of the position, such as: Criminal justice, Security Management, or Law Enforcement and Administration. OR Combination of education and experience. You may qualify at the GS-12 level, if you fulfill the following qualification requirement: One year of specialized experience equivalent to the GS-11 grade level in the Federal service (experience may have been gained in the private sector) that demonstrates your ability to Manage the daily calendars, meeting requests, and complex scheduling for executives, senior directors, or board-level leaders; Reviewing and controlling incoming correspondence and action items to identify appropriate department owners and deadlines; AND Conducting quick-turn research, administrative studies, and assessments of office workflows to improve operational efficiency or address emergency situations. 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). You will receive credit for all qualifying experience, including volunteer experience. 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. DOD PPP candidates using Application-Based Procedures: Military Spouse Preference (MSP) Eligible: Military Spouse Preference applicants, must be selected and placed at the highest grade level for which they have applied and been determined best qualified. You must include a completed copy of the Military Spouse PPP Self-Certification Checklist (DD-3145-4) dated within 30 days along with the documents identified on the checklist to verify your eligibility for Military Spouse Preference. Military Reserve (MR) and National Guard (NG) Technicians PPP Eligible: MR and NG technicians PPP applicants must be selected and placed at the full performance level if determined well qualified. You must include a completed copy of the Military Reserve and National Guard Technician PPP Self-Certification Checklist (DD-3145-3) to verify your eligibility for Military Reserve and National Guard Technician preference. Military Reserve (MR) and National Guard (NG) Technicians Receiving Disability Retirement PPP Eligible: MR and NG technicians receiving disability retirement PPP applicants must be selected and placed at the full performance level if determined well qualified. You must include a completed copy of the Military Reserve and National Guard Technician Disability PPP Self-Certification Checklist (DD-3145-2) to verify your eligibility for Military Reserve and National Guard Technician Disability preference. Retained Grade PPP Eligible: Retained Grade PPP applicants, must be selected and placed at the full performance level if determined well qualified. You must include a completed copy of the Retained Grade PPP Self-Certification Checklist (DD-3145-1) to verify your eligibility for Retained Grade preference. All qualifications and education requirements must be met by the closing date of this announcement and clearly documented in your resume.

Education

Education cannot be substituted for experience at the GS-12 level. OR ARE YOU QUALIFYING BASED ON EDUCATION or A COMBINATION OF EDUCATION AND EXPERIENCE AT THE GS-09 OR GS-11 LEVEL? 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