This Position Is No Longer Available
  1. Overview
  2. Duties
  3. Qualifications & Evaluations
  4. Benefits & Other Info
  5. How to Apply

Job Title:Program Specialist

Department:National Foundation on the Arts and the Humanities

Agency:Institute of Museum and Library Services

Job Announcement Number:IMLS-13-918181

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

The contents of the announcement can still be viewed.

SALARY RANGE:

$62,467.00 to $81,204.00 / Per Year

OPEN PERIOD:

Monday, July 01, 2013 to Monday, July 15, 2013

SERIES & GRADE:

GS-0301-11

POSITION INFORMATION:

Full Time - Permanent

PROMOTION POTENTIAL:

11

DUTY LOCATIONS:

2 vacancies in the following location:
District of Columbia, DC United StatesView Map

WHO MAY APPLY:

United States Citizens

JOB SUMMARY:

The mission of IMLS is to inspire libraries and museums to advance innovation, lifelong learning, and cultural and civic engagement. We provide leadership through research, policy development, and grant making. 

The mission of IMLS is to inspire libraries and museums to advance innovation, lifelong learning, and cultural and civic engagement. We provide leadership through research, policy development, and grant making.  This position is responsible for grants management work, within Office of Museum Services.  Servicing Federal grants and cooperative agreements and provides grants-related assistance and services to both applicants and grantees.  One in this position is responsible for various phases of the receipt and processing of museum grant applications as well as the monitoring and assessing of awardee performance.

One in this position will be providing a variety of technical and procedural support for incoming grant applications.  In addition, one may be responsible for primary or secondary review for eligibility and completeness, budget review and analysis, and associated applicant contacts. This position is also accountable for utilizing a variety of software and applications (e.g., Grants.gov, AAMS, etc.) necessary to update and maintain databases, spreadsheets, and other official documents in support of application and Program Specialist activities.   One will have responsibility in entering, verifying, and validating data in the official system of record in order to provide cyclical and/or ad-hoc reporting efforts.  This position is also required to serve as a principal point of contact for external stakeholders providing technical guidance to applicants and awardees regarding grant programs and processes.  This position also has responsibility in researching various program elements and presenting an analysis of results for specific grants.  

The incumbent of this position is also required to support the Office of Museum Services in a variety of independent and collaborative administrative responsibilities.  One will assist with review process, including mailings, reviewer support activities, preparation for panel meetings, and other elements of the review and award process.  This position will provide some formal review of interim and final performance reports and provide feedback to internal and external stakeholders as required. This position may have final signature authority on certain steps within the general business process.   Operationally, this position will support the work of the Office of Museum Services and its staff through cooperation with others to manage variable workloads and assistance with a variety of tasks including general clerical support.

This position also supports the office in a multitude of customer service and liaison services.  One may prepare letters and associated documents supporting change requests and extensions for approval.  While serving as a contributor to the immediate office, this party will participate in staff meetings, special committees, and task forces.  In addition, this principal will support the office with various change management and process improvement gap identification and mitigation improvements to implement in an effort to increase efficiencies and productivity in agency operations.  One may also lead in the formal development of a wide variety of recurrent and nonrecurring correspondence, reports, and other documents for internal and external stakeholders and various levels of authority and influence. As a key principal in providing direct customer support, this position is charged with resolving customer complaints and/or inquiries according to the official standard operating procedures.  One will also review and process incoming and outgoing correspondence, materials, and publications; assist with panel meetings and director’s meetings; and including preparation of support materials.  Performs other related duties, as assigned.

 

KEY REQUIREMENTS

  • U.S. Citizenship Required
  • This position requires a background investigation.
  • Relocation expenses will not be authorized.
  • This position may require completing one year probationary period.

DUTIES:

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The incumbent serves as a Program Specialist in the Office of Museum Services, in the Institute of Museum and Library Services. The incumbent assists in the processing of grant applications and in grants administration; manages one or more significant aspects of grant administration; and provides significant program support to Program Officers within the division.  Reviews significant aspects of applications processing, including review for eligibility and completeness, financial and budget review, reviewer assignment, and applicant contact.  Performs one or more significant aspects of grants management activities, including report monitoring and review and grant closeout.  Performs one or more significant aspects of program support, including guidelines review, revision, and production, and program review and improvement.  Assumes significant responsibility for managing the IMLS grant files, including paper files and electronic databases, including training and monitoring work of other staff as appropriate.  Undertakes research concerning the status of program elements and supplies information and analysis for specific grants to the supervisor as needed.  Participates in staff meetings to discuss problems in program design and implementation, and assists in planning for an implementing program changes and improvements.  Supports program work through cooperation with other staff to manage a variable workload, perform a variety of tasks needed to accomplish the work, and meet deadlines.

 


QUALIFICATIONS REQUIRED:

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To be qualified for this position at the GS-11 level, applicants must meet one of the following qualification requirements:

One year of specialized experience equivalent to at least the GS-9 level in the Federal service which involved knowledge of the principles and practices of the library and/or museum field

 OR

have successfully completed a PH.D or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree in a field related to this position.

 


Education Substitution for GS-11 level:  Candidates must have a Ph.D. or equivalent doctoral degree

or 3 years of progressively higher level graduate education leading to such a degree.

 

Knowledge of the principles and practices of the library and/or museum fields and their support organizations.

Skill in conducting analyses and problem solving.

Demonstrate experience in the grant-making process in government or non-government organizations.

HOW YOU WILL BE EVALUATED:

Once the application process is complete, a review of your application will be made to ensure you meet the job requirements. To determine if you are qualified for this job, a review of your resume and supporting documentation will be made and compared against your responses to the occupational questionnaire. The numeric rating you receive is based on your responses to the questionnaire. The score is a measure of the degree to which your background matches the knowledge, skills and abilities required of this position. If, after reviewing your resume and or supporting documentation, a determination is made that you have inflated your qualifications and or experience your score can and will be adjusted to more accurately reflect your abilities. Please follow all instructions carefully. Errors or omissions may affect your rating.

VETERANS PREFERENCE: Five points may be added to the eligible ratings of veterans who: Entered the military service prior to October 14, 1976; served on active duty during the Gulf War between August 2, 1990 and January 2, 1992, regardless of where the person served; or, served in a military action for which they received a campaign badge or expeditionary medal. Medal holders and Gulf War veterans must have served continuously for at least 24 months or the full period for which called or ordered to active duty. Ten points may be granted to the eligible ratings of disabled veterans; Purple Heart recipients; spouses or mothers of a 100 percent disabled veteran; or the widows, widowers, or mothers of a deceased veteran.


BENEFITS:

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The Federal government offers a number of exceptional benefits to its employees. The following Web addresses are provided for your reference to explore the major benefits offered to most Federal employees.

 

Flexible Spending Accounts - The Federal Flexible Spending Accounts Program (FSAFeds) allows you to pay for certain health and dependent care expenses with pre-tax dollars. For additional information visit: https://www.fsafeds.com/fsafeds/index.asp

 

Health Insurance - The Federal Employees Health Benefits Program offers over 100 optional plans. For additional information visit: http://www.opm.gov/insure/health/index.asp

 

Leave - Most Federal employees earn both annual and sick leave. For additional information visit: http://www.opm.gov/oca/leave/index.asp

Life Insurance - The Federal Employees' Group Life Insurance Program (FEGLI) offers: Basic Life Insurance plus three types of optional insurance, for additional information visit: http://www.opm.gov/insure/life/index.asp

 

Long Term Care Insurance - The Federal Long Term Care Insurance Program (FLTCIP) provides long term care insurance for Federal employees and their parents, parents-in-law, stepparents, spouses, and adult children. For additional information visit: http://www.ltcfeds.com/

 

Retirement Program - Almost all new employees are automatically covered by the Federal Employees Retirement System (FERS). FERS is a three-tiered retirement plan. The three tiers are: Social Security Benefits, Basic Benefit Plan, Thrift Savings Plan. For addtional information visit: http://www.opm.gov/retire/index.asp

This link provides and overview of the benefits currently offered to Federal employees. http://www.usajobs.opm.gov/ei61.asp



OTHER INFORMATION:

1. If you are an eligible Interagency Career Transition Assistance Program (ICTAP) applicant you may apply for special selection over other candidates for this position. To be well-qualified and exercise selection priority for this vacancy, displaced Federal employees must be rated at 85 or above on the rating criteria for this position. ICTAP eligibles must submit one of the following as proof of eligibility for the special selection priority: a separation notice; a "Notice of Personnel Action" (SF-50) documenting separation; an agency certification that you cannot be placed after injury compensation has been terminated; an OPM notification that your disability annuity has been terminated; OR a Military Department or National Guard Bureau notification that you are retired under 5 U.S.C. 8337(h) or 8456.

2. If you are a current career or career-conditional Federal employee or former Federal employee who has reinstatement eligibility, you must submit a copy of your latest SF-50 "Notification of Personnel Action" and/or a copy of the SF-50 that reflects career or career-conditional tenure, or you will not be considered under the merit promotion process. Also, you should submit your most recent performance appraisal.

3. If you are a veteran with preference eligibility and you are claiming 5-point veterans' preference, you must attach a copy of your DD-214 or other proof of eligibility. If you are claiming 10-point veterans' preference, you must attach an SF-15, "Application for 10-Point Veterans' Preference" plus the proof required by that form.

4. If you are a male applicant who was born after 12/31/59 and are required to register under the Military Selective Service Act, the Defense Authorization Act of 1986 requires that you be registered or you are not eligible for appointment in this agency.

5. You can apply for a non-competitive appointment if you meet the basic eligibility requirements and you are eligible for special appointment such as those authorized for the severely disabled; certain Vietnam era and disabled veterans; returned volunteers from the Peace Corps or Vista, etc. Please indicate the type of special appointment you are seeking, if any, on your application and follow all other instructions for applying shown in this announcement.

6. All qualification requirements must be met within 30 days after the closing date of this announcement. Additional information on the qualification requirements is outlined in the OPM Qualifications Standards Handbook of General Schedule Positions. It is available for your review in our office, in other Federal agency personnel offices, and on OPM's web site at http://www.opm.gov/qualifications .

Eligible applicants must be U.S. citizens or nationals in accordance with Executive Order 11935.

 

All applicants will be required to complete an OF-306, “Declaration for Federal Employment,” before being hired in order to certify the accuracy of the written application and provide information necessary to determine suitability for Federal employment.  A background security investigation will be required for all new hires.

 

The Institute of Museum and Library Services provides reasonable accommodation to applicants with disabilities.  If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency.  The decision on granting reasonable accommodation will be made on a case-by-case basis. 

 

For more information on the IMLS, visit our web site at www.imls.gov. 

 

For displaced Federal employees:  If you are a current or former Federal employee who has received a specific Reduction-in-Force (RIF) separation notice, or a notice of proposed removal for declining a directed reassignment or transfer of function outside of the local commuting area and wish to receive special selection priority consideration through the Interagency Career Transition Assistance Program (ICTAP), in addition to the above-required information, you must submit a copy of your RIF separation notice or notice of proposed removal for declining a directed reassignment or transfer of function to another commuting area; your last performance rating of record; a copy of your separation SF-50 (or most recent SF-50 which reflects your status); documentation which reflects the promotion potential of the position from which you have been or are being separated; and a supplemental statement addressing the quality ranking factors listed above in order to show evidence of possession of the required factors.

 

For additional information pertaining to career transition resources, see OPM’s web site at http://www.opm.gov/ctap.

Applications must be received in the electronic application system by 11:59 p.m. EST on the closing date in order to receive consideration. 



HOW TO APPLY:

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To apply for this position, you must provide a complete Application Package, which includes both of the following parts:

1.   Your responses to the Assessment Questionnaire, and

2.   Your résumé and any other documents specified in the Required Documents section of this job announcement.

 

Use Application Manager for convenience and quickest processing. Track your progress to a Complete Application Package using the My Application Packages checklist and status displays in Application Manager. Your Application Package status must be Complete by Monday, July 15, 2013.


Step 1

Option A:  Application Manager

To begin, choose one of these options:

1.      If your résumé is going to come from the USAJOBS Resume Builder, you begin the process by clicking the Apply Online button near the bottom of this page. Your résumé will be attached only to the Application Package you complete and Submit immediately after you click the Apply Online button for this job announcement, not to any Application Packages you may already have created.

2.      If your résumé is going to be one you prepared outside of USAJOBS Résumé Builder, click this link to begin the process:  Online Questionnaire.

 

To return to Application Manager at any time, use whichever one of the links  you used to begin as described above, or simply go to https://ApplicationManager.gov.

 

Option B:  Paper Qualifications Questionnaire

If it is not possible for you to use Application Manager, you can write your answers on paper.  Follow these steps:

1.  You can print a copy of this job announcement so that you can read the questions offline.

2.  Obtain and print a copy of the OPM Form 1203-FX, which you will use to provide your answers. You can obtain the form at this URL http://www.opm.gov/Forms/pdf_fill/OPM1203fx.pdf or by calling USAJOBS by Phone at (703) 724-1850; after the introduction, press 1, and listen for instructions.

3.  You may submit the Form 1203-FX, resume, and any supporting documents either by fax, by mail or in person.

By Fax: If you are faxing a completed Form 1203-FX, do not use a separate cover page. Simply make sure that all six pages of the Form 1203-FX are on top of any other documents you are faxing. The fax number is 1-478-757-3144.  Feed all documents into your fax machine top first so that we receive them right-side up.


Note:
If you are only submitting supporting documents see the Submitting Documents instruction in Step 2 below.

 

               By mail or in person: 

IMLS Office of Human Resources
1800 M Street NW
9th Floor
Washington, DC 20036

918181



REQUIRED DOCUMENTS:

Step 2

For this job announcement the following documents are required:

 

  • Resume

Submitting Documents

 

If you upload your documents using Application Manager, DO NOT FAX the same documents. To verify uploaded documents have been processed, please wait one hour to ensure they have cleared the virus scan. You can verify that your uploaded documents are attached to your application by checking the Details tab of your Application Manager account https://applicationmanager.gov for this vacancy announcement. Your documents will display under the Details tab in the Document area.

 

Faxed documents will take 2-3 business days to process. To fax documents, you MUST use the special cover page. Print the pre-populated cover page on the upload documents screen of Application Manager. Or, you may click this link http://staffing.opm.gov/pdf/usascover.pdf to print a copy of the cover page. When faxing documents, follow the procedures outlined below.  

 

  • Include the 8-character Vacancy Identification Number 918181,
  • Provide your Social Security Number and full name in the spaces provided or we will not be able to associate your document(s) with the rest of your application.
  • You may submit multiple documents for the same vacancy announcement using one cover page.
  • Fax your cover page and documents to 1-478-757-3144.

Faxed documents submitted with missing information will not be processed. The following will prevent your documents from being processed:  

 

  • Not using the special cover page mentioned above.
  • Missing, incomplete, or invalid Vacancy Identification Number
  • Missing or incomplete Social Security Number or name

Note: If you have documents in your Application Manager account from a previous vacancy announcement they can be opened, copied and saved then reused as an upload file for this vacancy. Uploading your documents will speed the processing of your application for this announcement.

Your resume, curriculum vitae, the Optional Application for Federal Employment (OF 612), or any other written format you choose to describe your job-related qualifications can be submitted electronically using the document upload process, fax, mail or by hand-deliver. Please be sure to include all of the following information in your resume:

Job Information:
-Vacancy Identification Number, title, grade and location for which you are applying.
Personal Information:
- Full name, mailing address (with zip code) and day/evening telephone numbers (with area code).
- Country of Citizenship.
- If ever employed by the Federal Government, please show the highest Federal civilian grade held, job series, and dates of employment in grade.
Education:
- High School name, city, state and zip code, date of diploma or GED.
- Colleges and/or Universities attended, city, state and zip code.
- Major field(s) of study.
- Type and year of degree(s) received. If no degree received, show total credit hours received in semester or quarter hours.
Work Experience for each paid or non-paid position held related to the job for which you are applying (do not provide copies of job descriptions):
- Job title.
- Duties and accomplishments.
- Number of hours per week.
- Employer's name and address.
- Supervisor's name and phone number.
- Starting and ending dates of employment (month and year).
- Salary.
- Indicate if your current supervisor may be contacted.
Other Qualifications:
- Job-related training courses (title and year).
- Job-related skills (e.g., other languages, computer software/hardware, tools, machinery, typing speed, etc.)
- Job-related certificates and licenses.
- Job-related honors, awards, and special accomplishments. (e.g., publications, memberships in professional or honor societies, leadership activities, public speaking, performance awards, etc.) Do not send copies of documents unless specifically requested.

AGENCY CONTACT INFO:

Lamar Porter
Phone: (202)653-4729
Email: LPORTER@IMLS.GOV
Agency Information:
IMLS Office of Human Resources
1800 M Street NW
9th Floor
Washington, DC
20036

WHAT TO EXPECT NEXT:

Once the online questionnaire is received you will receive an acknowledgement email that your submission was successful. After a review of your complete application is made you will be notified of your rating and or referral to the hiring official.  If further evaluation or interviews are required you will be contacted.  

Instructions for answering the questions in the Occupational Questionnaire:

If you are applying to this announcement by completing the OPM 1203-FX form instead of using the Online Application method, please use the following step-by-step instructions as a guide to filling out the required questionnaire. You will need to print the vacancy announcement and refer to it as you answer the questions. You may omit any optional information; however, you must provide responses to all required questions. Be sure to double check your application before submission.

Social Security Number

Enter your Social Security Number. Providing your Social Security Number is voluntary, however we can not process your application without it.


Vacancy Identification Number

The Vacancy Identification Number is: 918181


1. Title of Job

Program Specialist


2. Biographic Data

3. E-Mail Address

4. Work Information

5. Employment Availability

6. Citizenship

Are you a citizen of the United States?
7. Background Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

8. Other Information

9. Languages

If you are applying by the OPM Form 1203-FX, leave this section blank.

10. Lowest Grade

Enter the lowest grade level (11-11) you will accept.


11

11. Miscellaneous Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

12. Special Knowledge

If you are applying by the OPM Form 1203-FX, leave this section blank.

13. Test Location

If you are applying by the OPM Form 1203-FX, leave this section blank.

14. Veteran Preference Claim

15. Dates of Active Duty - Military Service

16. Availability Date

You may omit the availability date if you can begin work immediatley. Otherwise you must provide the date you will be available for employment. Please use this format: (mm/dd/yyyy)


17. Service Computation Date

18. Other Date Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

19. Job Preference

If you are applying by the OPM Form 1203-FX, leave this section blank.

20. Occupational Specialties

The occupational specialty will be selected for you if there is only one, otherwise, select/enter at least one occupational specialty code for this position. The specialty code for this position is:


001 Museum

21. Geographic Availability

The geographic location code will be selected for you if there is only one, otherwise, select/enter at least one geographic location in which you are intrested and will accept employment. The location code for this position is:


110000001 District of Columbia, DC

22. Transition Assistance Plan

23. Job Related Experience

Please insert the total number of years and months of your job related experience.


24. Personal Background Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

25. Occupational/Assessment Questions:

1. Carefully read the following descriptions of experience and education. Select the one that best describes your qualifications for GS-11 Program Specialist. Make sure your resume supports your response that you select.

A. I have at least one year of specialized experience equivalent to at least the GS-9 level in the Federal service which involved knowledge of the principles and practices of the library and/or museum field.
B. I have successfully completed a PH.D or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree in a field related to this position.
C. I do not have the experience and/or education as described in any of the above statements.

2. Please select your experience within the museum grants management industry.

A. I have direct experience within the public museum grants management industry.
B. I do not have direct experience within the public museum grants management industry.

For each task in the following group, choose the statement from the list below that best describes your experience and/or training. Mark your selection to that statement in Section 25 of the Qualifications and Availability Form C. Please select only one letter for each item.

A- I have no education, training or experience in performing this task.
B- I have had education or training in performing the task, but have not yet performed it on the job.
C- I have performed this task on the job. My work on this task was monitored closely by a supervisory or senior employee to ensure compliance with proper procedures.
D- I have performed this task as a regular part of a job. I have performed it independently and normally without review by a supervisor or senior employee.
E- I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.

3. Responds to inquiries from potential applicants.

4. Responds to substantive questions regarding the aims and goals of the Institute's grants process.

5. Advises applicants on institutional or project eligibility in general but refers technical or difficult questions about proposed projects or applications to a Program Officer.

For each task in the following group, choose the statement from the list below that best describes your experience and/or training. Mark your selection to that statement in Section 25 of the Qualifications and Availability Form C. Please select only one letter for each item.

A- I have no education, training or experience in performing this task.
B- I have had education or training in performing the task, but have not yet performed it on the job.
C- I have performed this task on the job. My work on this task was monitored closely by a supervisory or senior employee to ensure compliance with proper procedures.
D- I have performed this task as a regular part of a job. I have performed it independently and normally without review by a supervisor or senior employee.
E- I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.

6. Provides assistance in application processing for all grant programs within the division or within the agency as needed.

7. Reviews applications for completeness, eligibility, and compliance with standard policies or regulations.

8. Contact applicants regarding incomplete applications, eligibility questions or other matters as directed by the supervisor or a Program Officer.

9. Communicates with panelists and with staff who manage panelist travel and compensation, providing information and materials as necessary for the review process and for travel and compensation of panelists.

10. Assists at panel meetings by assisting in the preparation of panel materials and by recording panel comments and recommendations.

11. Assists in preparation of materials for meetings with IMLS Director and other officials to consider panel recommendations.

For each task in the following group, choose the statement from the list below that best describes your experience and/or training. Mark your selection to that statement in Section 25 of the Qualifications and Availability Form C. Please select only one letter for each item.

A- I have no education, training or experience in performing this task.
B- I have had education or training in performing the task, but have not yet performed it on the job.
C- I have performed this task on the job. My work on this task was monitored closely by a supervisory or senior employee to ensure compliance with proper procedures.
D- I have performed this task as a regular part of a job. I have performed it independently and normally without review by a supervisor or senior employee.
E- I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.

12. Assists in completing award processing and mailing of award and non-award notices.

13. Assists in managing grants, including paper files and electronic databases.

For each task in the following group, choose the statement from the list below that best describes your experience and/or training. Mark your selection to that statement in Section 25 of the Qualifications and Availability Form C. Please select only one letter for each item.

A- I have no education, training or experience in performing this task.
B- I have had education or training in performing the task, but have not yet performed it on the job.
C- I have performed this task on the job. My work on this task was monitored closely by a supervisory or senior employee to ensure compliance with proper procedures.
D- I have performed this task as a regular part of a job. I have performed it independently and normally without review by a supervisor or senior employee.
E- I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.

14. Identify and analyze cost-effective impact, feasibility, and effectiveness of existing procedures.

15. Evaluates operational trends according to agency guidance.

16. Evaluates and recommends improvements.

17. Communicate effectively orally to communicate ideas and guidance utilizing reports, presentations, briefings, guidance, and correspondence.

18. Communicates orally with external customers, managers and employees to facilitate studies being conducted or exchanging information and discussing issues and options.

19. Communicate effectively in writing to communicate ideas and guidance utilizing reports, presentations, briefings, guidance, and correspondence.



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Job Announcement Number:

IMLS-13-918181

Control Number:

346566100