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This Position Is No Longer Available

Job Title:  Executive Correspondence Specialist, GS-301-11 (Current FRA Employees Only) CAH
Department:  Department Of Transportation
Agency:  Federal Railroad Administration
Job Announcement Number:  FRA.PA-2013-0002

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.
$62,467.00 to $81,204.00 / Per Year
Friday, December 07, 2012 to Thursday, December 27, 2012
Full Time - - Permanent
1 vacancy - Washington, DC, US  View Map
Current FRA employees with status


The Federal Railroad Administration (FRA) is responsible for ensuring safety of the Nation's passenger and freight rail operations and infrastructure by promoting safe, efficient and accessible rail transportation. The mission and focus of FRA has grown to include the design and management of an unprecedented investment in the creation of a nationwide passenger rail network. FRA is providing leadership for the creation of a more balanced transportation system, transforming the way Americans travel.

This position is located in the Office of the Administrator, Office of Public Engagement, Executive Secretariat, Federal Railroad Administration (FRA), in Washington, D.C.  You will perform a variety of complex and sensitive duties such as:  correspondence coordination for the assigned offices, control, and evaluation; preparation of correspondence for signature by the FRA Administrator or Deputy Administrator, the Secretary of Transportation, or the President; and organization and improvement of systems and recordkeeping.

The ideal candidate for this position has experience assigning, prioritizing and reviewing executive correspondence, setting priorities, and exercising a high degree of discretion and tact.  


  • Must be current FRA employee with status and meet specialized experience
  • Submit application and resume online by 11:59 PM EST on the closing date
  • Provide all required documents by closing date
  • Position is telework eligible
  • Announcement may be used to fill similar positions within 30 days


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As a Executive Correspondence Specialist, you will:

  • Perform a substantive review of the content of all incoming correspondence to assess priority, impact, and criticality.  Establish suspense dates for all correspondence, scans correspondence into the FRA Correspondence Control Management (CCM) system, and enters all data in CCM needed for tracking purposes. Provide editorial review for replies to correspondence.  This review includes matters such as responsiveness, clarity, appropriateness of tone and style, format, and grammar.  Coordinate with the Office of General Counsel to verify any legal citations.
  • Perform any needed liaison with the staff of correspondence units at DOT and the White House. 
  • Monitor and update the status of correspondence in CCM and also in the Department of Transportation’s Correspondence Control Management System (CCMS) to ensure accurate status data is readily available at all times.
  • Be responsible for assistance with training on the Office of the Secretary’s (OST) correspondence database provided to the FRA administrative support staff on CCMS. Provide back-up support to the Correspondence Program Coordinator for vetting briefing coordination and preparation.
  • Collate relevant data, searches records for precedents, and prepare special files for the FRA Administrator, Deputy Administrator and other Office of the Administrator staff members on sensitive subjects requiring non-routine responses and executive handling. Organize the safekeeping of official documents and records as required by appropriate regulations, directives, and policies.
  • Monitor office supplies and equipment and coordinates ordering of required replacement items. 
  • Perform the duties of the Correspondence Program Coordinator during the individual’s absence.    


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To meet the minimum qualifications for this position, you must meet either the education or experience qualifications for the grade at which you are requesting consideration.

LEVEL To qualify on Education, you must have: To qualify on Experience, you must have one year of specialized experience equal or equivalent to the following:
GRADE 11 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 editing executive level or comparable correspondence involving legislative and/or Congressional issues.
  • Experience analyzing, tracking, and assigning office correspondence and providing advisory services to staff members on correspondence management and procedural guidance, operations, and practices.  
  • Experience equal or equivalent to using correct grammar, spelling punctuation, and required DOT format to compose, review, and edit correspondence.


  You can also qualify based on a combination of education and experience
Applicants must meet all qualification requirements by the closing date of this announcement.


  • Males born after 12/31/1959 must be registered for the Selective Service.
  • You must complete a one-year probationary period (unless already completed).
  • Government Travel Card - You must be able to obtain and retain a Government contractor-issued travel card to be used for official business as a condition of employment. If unable to obtain and/or retain a card, you may be subject to removal. Those who fail to meet this condition of employment will have our offer of employment rescinded.
  • Time-in-Grade - Federal applicants must have served 52 weeks at the next lower grade to satisfy time-in-grade requirements contained in 5 CFR 300, Subpart F.


The Automated Staffing Office is ultimately responsible for determining your final rating. Please ensure that your resume and application provide enough detail to support your answers to the Vacancy Specific Questions. Your application will be rated on the extent and quality of your experience, education and training relevant to the position. Your answers to the Vacancy Specific questions, your self-determined rating, resume and supporting documentation are reviewed. If your resume and supporting documents do not support your answers to the Vacancy Specific Questions, your final rating may be modified.
To preview questions please click here.


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Benefits include health and life insurance, annual and sick leave, and retirement benefits. Explore the major benefits offered to most Federal Employees here. This position is telework eligible.


Displaced employees may be eligible for CTAP priority consideration. For more information, please review the OPM Employee's Guide to Career Transition. Travel and transportation expenses will be paid if the selection results in a promotion OR for a geographical reassignment if the FRA selectee occupies a position at the same grade level that has significantly different duties from that of this position vacancy. Travel and transportation expenses will not be paid if a candidate outside the FRA is selected OR a FRA employee accepts a change to the lower grade that results in a geographical reassignment for this position vacancy.


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You must submit a complete application package (including resume, vacancy questions and supporting documents) no later than midnight Eastern Time on the closing date of the announcement.
  • To begin, click the Apply Online button on the job announcement.
  • Follow the directions to register, submit all required documents and complete the assessment questionnaire.
  • You may review your saved application(s) at
If you are having difficulty applying online, send an email to or call us at (202)366-1298.


The following documents must be provided by the close date:
  • RESUME - Showing relevant experience and education and fully supporting the required specialized experience.
  • SF-50 - Which verifies grade, full performance level of position, and eligibility for consideration as a status applicant
  • SPECIAL APPOINTING AUTHORITY DOCUMENTS - If requesting concurrent consideration for Non-competitive (NC) appointment eligibility (e.g. military spouse or persons with disabilities), you must provide appropriate supporting documentation such as PCS orders describing move & marriage certificate; letter from VA or DD214 describing 100% disability of spouse; letter from State Vocational Office certifying disability, etc. For more information, visit military spouse NC appointments or Persons with Disabilities NC appointments. Documents are only required if requesting non-competitive consideration.
  • DISPLACED EMPLOYEE PLACEMENT DOCUMENTS - Only required if requesting priority consideration under CTAP. You must submit ALL of the following: (1) your most recent performance appraisal, (2) the proof of eligibility letter from the Agency, and (3) your most current SF-50, displaying current series and grade. In addition, you must meet the well qualified standards for this vacancy (meeting minimum requirements for position and scoring at least an 85).
Failure to submit any of the required documents by the closing date of the vacancy will result in your removal from consideration for this position.


Automated Staffing Office
Phone: 202-366-1298
Fax: 571-258-4052
Agency Information:
Submit Application and Documents Online
1200 New Jersey Ave SE / HAHR - 50
Washington, DC
Fax: 571-258-4052


You may check your application status by logging into your USAJOBS account. Within two weeks of the closing date, your application will be reviewed and rated. Ratings will be determined based on the documents and information received by the closing date. The most highly qualified candidates will be referred to the hiring manager for further consideration. If you are selected for an interview, the hiring manager will contact you directly. Once a hiring decision is made, we will notify all applicants of their final status.

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