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Secretary, (OA)

Company: U.S. Coast Guard
Location: Portsmouth
Posted on: December 1, 2019

Job Description:

Secretary, GS-0318-08 (OA)Department of Homeland SecurityU.S. Coast GuardOverview

  • ##### Open & closing dates11/20/2019 to 11/29/2019
    • ##### ServiceCompetitive
      • ##### Pay scale & gradeGS 08
        • ##### Salary$46,572 to $60,543 per year
          • ##### Appointment typePermanent - This is a permanent appointment.
            • ##### Work scheduleFull-Time - This is a full-time position.Location1 vacancy in the following location:-Portsmouth, VARelocation expenses reimbursedNoTelework eligibleNo- DutiesSummaryThis position is located in the Department of Homeland Security,Fifth Coast Guard District, Portsmouth VA.Learn more about this agencyResponsibilitiesThe position will serve as a Secretary and principal officeassistant to the Fifth District Commanding Officer of EnlistedPersonnel and Chief Administrative Officer providing secretarial andoffice management support, and directing all program, administrativeand support operations for the Command.Being a civilian working for the Coast Guard makes you a valuableteam member. Typical duties include:
              • Performing a full range of procedural office work includingserving as first point of contact for visitors and telephonecallers.
              • Making travel arrangements, prepares various travel orders andadministers travel claims process for staff.
              • Serving as the fifth Coast Guard District WebTA Timekeeper,responsible for time keeping duties in automated system for the5-(th) Districts civilian workforce to include validating timeand attendance timecards.
              • Providing assistance for expediting work within the divisionsand subordinate branch offices, recommending shifts in clericalhelp to adjust fluctuating workload, explaining reportrequirements, arranging for the collection of information and/ordata, providing direct assistance for implementing instructionsand new procedures, and accomplishing similar actions.
              • Reviewing outgoing correspondence to ensure compliance withprocedures and regulations.
              • Serving on the administrative team during contingencyoperations, processing orders, alert warnings, and performingpersonnel accountability.
              • Maintaining knowledge and awareness of new and establishedadministrative procedures used within the divisions, informingDivision Chiefs and staff of procedures changes or additions andproviding advice and/or assistance regarding procedures to thesupporting staff and subordinate units.Travel RequiredOccasional travel - Occasional travel may be required.Supervisory statusNoPromotion Potential08
                • #### Job family (Series)0318 Secretary- RequirementsConditions of Employment
                  • U.S. Citizenship is required.
                  • Males born after 12/31/1959 must be registered for SelectiveService.
                  • Males born after 12/31/1959 must be registered for SelectiveService.All qualification requirements must be met by the closing date ofthe announcement. This includes Time-In-Grade requirements forcurrent status employees applying through merit promotionprocedures. Status applicants applying for a promotion must have 52weeks of service at the next lower grade.QualificationsApplicants must have one year of specialized experience equivalentto the GS-7 level in the Federal service. Specialized experience isexperience that has equipped you with the particular ability, skill,and knowledge to successfully perform the duties of this positionand is typically in or related to this line of work. Specializedexperience includes: identify workflow problems, schedulingconflicts, and other situations with negative impact onorganizational efficiency or effectiveness; provide assistance anddirection to secretarial staff at lower organizational levelsregarding procedures, administrative requirements, need forinformation, deadlines, and related items; reviews and edits alloutgoing correspondence; provide guidance and answers questions forstaff regarding preparation of correspondence, review and edit theorganizations policies and instructions. Reviews incoming mail fordistribution to immediate office members, determining items that canbe referred to others based on subject matter, supervisorspriorities and policy, and/or established practices; controlssuspense items by maintaining record of receipt and organization towhich assigned, and establishes tickler file for follow-up; followsup on suspense items, with assigned organizational element, orsecretary, to ensure accomplishment with enough lead time for allnecessary review, approval and processing prior to submission.Participates in, or is privy to information presented inpre-decisional management/executive meetings.National Service Experience (i.e., volunteer experience): Experiencerefers to paid and unpaid experience, including volunteer work donethrough National Service programs (e.g., Peace Corps, AmeriCorps)and other organizations (e.g., professional; philanthropic;religious; spiritual; community, student, social). Volunteer workhelps build critical competencies, knowledge, and skills and canprovide valuable training and experience that translates directly topaid employment. You will receive credit for all qualifyingexperience, including volunteer experience.The Office of Personnel management (OPM) must authorize employmentoffers made to current or former political appointees. If you arecurrently, or have been within the last 5 years, a politicalSchedule A, Schedule, C, Non-career SES or Presidential Appointeeemployee in the Executive Branch, you must disclose this informationto the Human Resources Office.EducationThis position does not have a positive education requirement. If youare including education on your resume, report only attendanceand/or degrees from schools accredited by accrediting institutionsrecognized by the U.S. Department of Education. See RequiredDocuments section for detail.FOREIGN EDUCATION: Education completed in foreign colleges oruniversities may be used to meet Federal qualification requirementsif you can show that your foreign education is comparable toeducation received in accredited educational institutions in theUnited States. It is your responsibility to provide such evidencewith your application. See Recognition of Foreign Qualificationsclick hereAdditional informationApplicants will be required to complete questions contained on theDeclaration for Federal Employment (OF-306) at the time a tentativejob offer is made. At the time of appointment, selectees will berequired to update the OF-306. Certain responses on the form couldpose a problem with suitability for employment determinations.If you are selected for this position, you will be subject to adetermination of your suitability for Federal employment. Allselectees are subject to an appropriate investigation as a conditionof placement into this position. Certain investigation levels mayautomatically require a credit check after initial jobqualifications have been met. For those positions that do notautomatically require a credit check, it may later be required ifthe initial investigation surfaces a potential issue. Visit: OPMMythbusterDHS uses E-Verify, an Internet-based system, to confirm theeligibility of all newly hired employees to work in the UnitedStates. Learn more about your rights and responsibilities at clickhereRecruitment incentives may be authorized.Moving expenses will not be paid.All Federal employees are required to have Federal salary paymentsmade by direct deposit.For Veterans' preference eligibility, visit Veterans' EmploymentResources. Veterans, Peace Corps/VISTA volunteers, and persons withdisabilities possess a wealth of unique talents, experiences, andcompetencies that can be invaluable to the DHS mission. If you are amember of one of these groups, you may not have to compete with thepublic for federal jobs. To determine your eligibility and tounderstand the documentation that would be required with yourapplication, click on the links above and contact the ServicingHuman Resources Office listed at the bottom of this announcement.More than 1 selection may be made from this announcement ifadditional identical vacancies in the same title, series, grade, andunit occur within 90 days from the date the certificate wasissued.If you need a reasonable accommodation for the application andhiring process, please contact 202-795-6259. Decisions on grantingreasonable accommodation will be made on a case-by-case basis. VisitReasonable AccommodationHow You Will Be EvaluatedYou will be evaluated for this job based on how well you meet thequalifications above.We will review your rsum and supporting documentation to ensureyou meet the basic qualification requirements. If you meet theminimum qualifications, your experience, education and training willbe rated using the on-line self assessment questions that are basedon the following competencies or knowledge, skills, and abilitiesneeded to perform this job:
                    • Knowledge of administrative concepts/practices andorganizational functions/procedures of the divisions to performsupport duties.
                    • Knowledge of substantive programs, priorities, operations andcommitments of the Coast Guard as the relate to clerical andadministrative functions to review correspondence; to respond toquestions, provide information and refer non-routine requests tothe appropriate staff member.
                    • Knowledge of Coast Guard correspondence procedures andprocesses.
                    • Knowledge of organization policies/procedures and personnelrules /regulations.Your resume and responses to the self-assessment questions are anintegral part of the process for determining your qualifications forthe position. Therefore, you must support your responses to theself-assessment questions by providing examples of past and presentexperience in your resume.If you are best qualified, you may be referred to the hiring managerfor consideration and may be called for an interview.Consideration will be given to performance appraisals and incentiveawards as an indicator of quality of prior experience; no pointswill be assigned.To preview questions please click here.Background checks and security clearanceSecurity clearanceSecretDrug test requiredYes- Required Documents
                    • Resume
                    • Completed online questionnaire
                    • Current or former federal employees, submit a copy of most recentSF-50, Notice of Personnel Action, which demonstrates youreligibility for consideration, e.g., length of time you have been inyour current/highest grade. Examples of appropriate SF-50s includepromotions, with-in grade increases, NOT performance awards.
                    • If qualifying based on education, submit a legible copy of yourunofficial college transcript from an accredited college/university.The transcript must reflect the college/university name and/or logo.Applicants are highly encouraged to proactively order a copy oftheir official transcripts to be delivered to their home address sotranscripts will be readily available if selected. If selected,official transcripts are required prior to establishing your startdate. Foreign education completed in foreign colleges oruniversities may be used to meet education requirements if you canshow that it is comparable to education received in U.S. accreditedinstitutions. Provide proof with your application. Please see clickhere.
                    • If claiming special priority selection rights under theInteragency Career Transition Assistance Program (ICTAP), submit acopy of your agency notice, most recent performance rating and mostrecent SF-50, noting your current position, grade level and dutylocation. If you have never worked for the federal government, youare not ICTAP eligible. To be considered eligible, you must beplaced in the well-qualified category for this position. Please seeICTAP eligibility.
                    • If you are claiming veterans preference, submit the followingdocuments. Please see Feds Hire Vets for detail.a. Veterans claiming 5 point veterans' preference must submitlegible Member 4 Copy DD214(s) indicating Character of Service.5-point preference will not be granted if appropriate documentationis not submitted.b. 30% Disabled Veterans must submit their Member Copy 4 DD-214(s),which includes Character of Service, and VA Disability Letter withpercentage of disability OR documentation of disabilitydetermination from a branch of the Armed Forces which reflects acompensable service-connected disability of 30% or more.c. Other 10 point Preference Eligibles must submit applicable MemberCopy 4 DD-214(s), which includes Character of Service, and providedocumentation of 10 point preference described on the back of theSF-15. 10-point preference will not be granted if appropriatedocumentation is not submitted with your application.d. If you are a current active duty military member who does nothave a DD214 and is claiming preference under the VeteransOpportunity to Work (VOW) Act, submit certification from the ArmedForces indicating that you will be discharged or released underhonorable conditions from active duty within 120 days from the dateon the certification. Certifications must be on letterhead from theappropriate military branch and include: military dates of serviceand expected discharge or release date, character of service,military rank, type of discharge and date when terminal leave willbegin. Certifications must be signed by, or by direction of militarymembers military personnel offices, unit commanders or higherheadquarters.
                    • If requesting consideration under Executive Order 13473, you mustsubmit proof. To confirm eligibility for appointment based on theNational Defense Authorization Act for FY 2019 (NDAA), submit a copyof the marriage certificate to the military member and a copy ofyour spouses active duty military orders (e.g., most recentmilitary orders, PCS orders, etc.). Spouses of military members whoare on retirement or separation PCS orders from active duty are noteligible to be appointed unless the member was injured with a 100%rating; or was released/discharged from active duty due to themembers death while on active duty. Widows or widowers, who are notremarried, of military service members who were killed on activeduty must submit a DD-1300.
                    • OPM must authorize employment offers for former or currentPolitical Appointees. If you are currently, or have been within thelast 5 years, a political Schedule A, Schedule C or Non-Career SESemployee in the Executive Branch, you must disclose thisinformation. Submit proof of your former or current status, such asyour SF-50. Please see here.All documentation as outlined above must be received by the closingdate of the announcement. If you are unable to submit your documentselectronically, you may fax or mail the documents. A fax cover sheetwill be provided to you from the system with fax number andinstructions. Required documents will also be accepted by mail andmust be received by the closing date of the announcement. Themailing address is COMMANDANT (CG-123SE), ATTN OFFICE OF CIVILIANHUMAN RESOURCES (JOBS), US COAST GUARD, 2703 MARTIN LUTHER KING JRAVE SE, STOP 7912, WASHINGTON, DC 20593-7912.If you are relying on your education to meet qualification requirements:Education must be accredited by an accrediting institutionrecognized by the U.S. Department of Education in order for it to becredited towards qualifications. Therefore, provide only theattendance and/or degrees from schools accredited by accreditinginstitutions recognized by the U.S. Department of Education.Failure to provide all of the required information as stated in thisvacancy announcement may result in an ineligible rating or mayaffect the overall rating.- BenefitsA career with the U.S. Government provides employees with acomprehensive benefits package. As a federal employee, you and yourfamily will have access to a range of benefits that are designed tomake your federal career very rewarding. Learn more about federalbenefits.DHS offers competitive salaries and an attractive benefits package,including: health, dental, vision, life, and long-term careinsurance; retirement plan; Thrift Savings Plan [similar to a401(K)]; Flexible Spending Account; Employee Assistance Program;personal leave days; and paid federal holidays. Other benefits mayinclude: flexible work schedules; telework; tuition reimbursement;transportation subsidies; uniform allowance; health and wellnessprograms; and fitness centers. DHS is committed to employeedevelopment and offers a variety of employee training anddevelopment opportunities. For more information, go to the DHSCareers website and select Benefits. Disabled veteran leave willbe available to any Federal employee hired on or after November 5,2016, who is a veteran with a service-connected disability rating of30 percent or more.You may be eligible to enroll dependent children residing with youin the U.S. Territory in primary and secondary Department of Defense(DoD) schools with tuition paid by Coast Guard. All requirements ofCOMDTINST 12591.1, including submission of original documentsverifying dependent status when asked, must be met. After five yearsof continuous enrollment, eligibility is on a space available basis.Eligibility for benefits depends on the type of position you holdand whether your position is full-time, part-time, or intermittent.Contact the hiring agency for more information on the specificbenefits offered.- How to ApplyComplete applications for this vacancy must be received on-line by11:59 p.m ET on the closing date of the announcement. To begin youronline application, click the Apply Online button and follow theprompts to register or sign in to USAJOBS, take the onlinequestionnaire and submit the required documents to provide proof ofeligibility and qualifications. See Required Documents section formore detail regarding a complete application package.High self assessment in the vacancy questions that is not supportedby information in your resume and/or supporting documents may impactyou or eliminate you from consideration.If applying on-line poses a hardship to you, the Help Desk listed onthe announcement will provide assistance to ensure that applicationsare submitted on-line by the closing date. You must contact the HelpDesk prior to the closing date of this announcement to receiveassistance. Hours of operation: Monday through Friday, 7:00 a.m. to7:00 p.m. ET, excluding Federal holidays.Agency contact informationUSCG Applicant SupportPhone866-656-6830Fax000-000-0000Emailmgshelp@monster.comAddressUnited States Coast Guard2703 Martin Luther King Jr. Ave SESTOP 7120Washington, District of Columbia 20593-7120United StatesLearn more about this agencyNext stepsOnce the announcement is closed, we will conduct an evaluation ofyour application and qualifications to determine your ranking. Themost qualified applicants will be referred to the hiring manager forfurther consideration. To check the status of your application, logon to your USAJOBS account, click on "Application Status," and thenclick "More Information." You may also opt to receive emailnotifications of application status changes by logging into yourUSAJOBS account and enabling notification alerts.For more information on applying for federal employment click here- Fair & TransparentThe Federal hiring process is setup to be fair and transparent.Please read the following guidance.Equal Employment Opportunity PolicyThe United States Government does not discriminate in employment onthe basis of race, color, religion, sex (including pregnancy andgender identity), national origin, political affiliation, sexualorientation, marital status, disability, genetic information, age,membership in an employee organization, retaliation, parentalstatus, military service, or other non-merit factor.
                      • Equal Employment Opportunity (EEO) for federal employees & jobapplicantsReasonable Accommodation PolicyFederal agencies must provide reasonable accommodation to applicantswith disabilities where appropriate. Applicants requiring reasonableaccommodation for any part of the application process should followthe instructions in the job opportunity announcement. For any partof the remaining hiring process, applicants should contact thehiring agency directly. Determinations on requests for reasonableaccommodation will be made on a case-by-case basis.A reasonable accommodation is any change to a job, the workenvironment, or the way things are usually done that enables anindividual with a disability to apply for a job, perform job dutiesor receive equal access to job benefits.Under the Rehabilitation Act of 1973, federal agencies must providereasonable accommodations when:
                        • An applicant with a disability needs an accommodation to have anequal opportunity to apply for a job.
                        • An employee with a disability needs an accommodation to performthe essential job duties or to gain access to the workplace.
                        • An employee with a disability needs an accommodation to receiveequal access to benefits, such as details, training, andoffice-sponsored events.You can request a reasonable accommodation at any time during theapplication or hiring process or while on the job. Requests areconsidered on a case-by-case basis.Learn more about disability employment and reasonable accommodationsor how to contact an agency.Legal and regulatory guidance
                          • Financial suitability
                          • Social security number request
                          • Privacy Act
                          • Signature and false statements
                          • Selective Service
                          • New employee probationary periodThis job originated on www.usajobs.gov. For the full announcement and toapply, visit www.usajobs.gov/GetJob/ViewDetails/552173700. Only resumessubmitted according to the instructions on the job announcement listedat www.usajobs.gov will be considered.

Keywords: U.S. Coast Guard, Portsmouth , Secretary, (OA), Administration, Clerical , Portsmouth, Virginia

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