EXECUTIVE ASSISTANT - Defense Threat Reduction Agency

Summary This position is part of the Defense Threat Reduction Agency. Responsibilities As an EXECUTIVE ASSISTANT at the GS-0301-11/12 some of your typical work assignments may include: Manages a broad range of administrative functions including liaison and customer service support for the Director and the Department Staff. Manages the front office. Provides a variety of coordination, analytical, and consultative services to the Department in carrying out assigned administrative program functions. Answers inquiries involving administrative matters based on thorough knowledge of activities, operating procedures, and policies. Ensures work is completed in a timely and satisfactory manner by establishing priorities, and promulgating deadlines and requirements for preparatory materials. Advises Department personnel of processes and requirements, routing, coordination and Agency correspondence standards. Uses judgement to develop and improve department administrative processes and procedures; and establishes techniques for administrative programs and operations to improve effectiveness and productivity in support of the overall Department mission. Clarifies the Director's guidance to Division Leads. Maintains liaison throughout the Department to assist in coordinated planning, implementation, integration and measurement of DTRA and Department activities. Develops and presents briefings to leadership; serves as the Department's point of contact for interaction with senior, high level military and civilian officials in DoD, Federal Government, and foreign governments on all administrative and staffing actions. Manages schedule/travel arrangements/calendars for Department leadership and ensures all events are coordinated with Director, Division Chiefs, and DTRA Staff Offices, as well as DoD counterparts. 30% Provides technical assistance to the Department in the implementation of plans for achieving administrative management and support services goals and objectives. Serves as Department Records administration. Maintains an internal records disposition program for the office and ensures the storage and maintenance of official records of permanent value according to Agency, OSD, and National and Privacy Act Directives. Functions as the department protocol expert for all distinguished visitors. Requirements Conditions of Employment Qualifications You may qualify for this position based on: 1) the qualifications below for all grades, or 2) via Education for the GS-11 only. You may qualify at the GS-12, if you fulfill the following qualifications: One year of specialized experience equivalent to the GS-11 grade level in the Federal service: Experience supporting Senior Executives officials and/or senior management staff with scheduling, clerical and a variety of administrative support. Experience collecting and proof reading all background materials for briefings such as read-aheads, point papers, and resource documents. Experience with the Defense Travel System and ability to coordinate and schedule travel arrangements for senior leaders as well as accurately close out the paperwork upon their return. Experience with an Agency relative to its application to government civilian time cards. Experience handling protocol responsibilities for a senior leader. This includes executive correspondence, seating arrangements at meetings, flag positioning at events, and courtesies expected by distinguished visitors. You may qualify at the GS-11, if you fulfill the following qualifications: One year of specialized experience equivalent to the GS-9 grade level in the Federal service: Experience assisting with the duties and responsibilities of a senior leader's executive assistant. Experience assisting with the Defense Travel System and somewhat able to coordinate and schedule travel arrangements for senior leaders as well as accurately close out the paperwork upon their return. Experience assisting with the DoD Performance Management and Appraisal Program (DPMAP). Ability to personally work in DPMAP. Experience assisting with an Agency relative to its application to government civilian time cards. Experience assisting with protocol responsibilities for a senior leader. This includes executive correspondence, seating arrangements at meetings, flag positioning at events, and courtesies expected by distinguished visitors. OR You may qualify for the GS-11, if you possess: 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. 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. Education Substitution of education may not be used in lieu of specialized experience for the GS-12 grade level. You may qualify for the GS-11, if you possess: 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. ARE YOU USING YOUR EDUCATION TO QUALIFY? You MUST provide transcripts or other documentation to support your educational claims. All materials must be submitted by the closing date of the announcement. GRADUATE EDUCATION: One academic year of graduate education is considered to be the number of credits hours that 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 may be qualifying if a private organization specializing in interpreting foreign education programs has deemed the foreign education equivalent to that gained in an accredited U.S. education program or a U.S. accredited college or university has given full credit for the foreign courses. Unofficial transcripts from U.S. Department of Education accredited colleges, universities, schools, or institutions listing your name, the name of the school, the date and degree awarded, and the list of classes and credits earned are acceptable for the application process. If selected, official transcripts are required before a firm job offer is made. A photocopy of your degree/diploma is not acceptable. When relying on foreign education, submit transcripts and a copy of the equivalency evaluation results letter with a course-by-course listing. Documents must be in English or include an English translation. The hiring employer for this position does not evaluate degrees from foreign colleges or universities. For further information, visit: Foreign Education Additional Information Veterans Employment Opportunity Act (VEOA): To be eligible for a VEOA appointment under Merit Promotion procedures, the veteran must be a preference eligible or a veteran separated after 3 years or more of continuous active service performed under honorable conditions. Interagency Career Transition Assistance Programs: This program applies to employees who have been involuntarily separated from a Federal service position within the competitive service or Federal service employees whose positions have been deemed surplus or no longer needed. To receive selection priority for this position, you must: 1) meet ICTAP eligibility criteria; 2) be rated well-qualified for the position; Well qualified is defined as possessing the type and quality of experience that exceeds the positions minimum qualifications. and 3) submit the appropriate documentation to support your ICTAP eligibility. For more information: https://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. Noncompetitive Appointment Authorities: For more information on noncompetitive appointment authority eligibility requirements: Persons with Disabilities - Schedule A Special Hiring Authority for Veterans Special Hiring Authority for Certain Military Spouses Other Special Appointment Authorities - Subpart F Males born after 12-31-59 must be registered or exempt from Selective Service (see https://www.sss.gov/register/) The selecting official may choose to conduct interviews, and once the selection is made, you will receive a notification of the decision. NOTE: Declining to be interviewed or failure to report for a scheduled interview will be considered as a declination for further consideration for employment against this vacancy. Selective Service Requirement: Please visit http://www.sss.gov for more information. For more information, please visit https://www.dla.mil/Portals/104/Documents/Careers/downloads/DoDGenAppInfo%2012-1-2020.pdf?ver=ECNbdsHtGilTd3OENN4A0Q%3d%3d Other Notes: Overtime/compensatory time may be required to accommodate operational needs of the organization. Travel in the performance of temporary assignments may be required, including periodic duty at the DTRA location in Reston VA. Re-employed Annuitant: This position Does not meet criteria for re-employed annuitant. The DoD criteria for hiring Re-employed Annuitants can be found at: https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/140025/1400.25-V300.pdf Status candidates must meet time-in-grade requirements (52 weeks at the next lower grade level).