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

Job Title:Secretary (Office Automation) (Recent Graduates)

Department:Department Of Health And Human Services

Agency:Office of the Secretary of Health and Human Services

Job Announcement Number:HHS-IEA-RG-13-926541

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

The contents of the announcement can still be viewed.


$47,448.00 to $67,427.00 / Per Year


Wednesday, July 17, 2013 to Tuesday, July 23, 2013




Full Time - Recent Graduates


1 vacancy in the following location(s):
Boston, MA United StatesView Map
Philadelphia, PA United StatesView Map
Kansas City, MO United StatesView Map


Student/Internship Program Eligibles


Become a part of the Department that touches the lives of every American!  At the Department of Health and Human Services (HHS) you can give back to your community, state, and country by making a difference in the lives of Americans everywhere.  It is the principal agency for protecting the health of citizens.  Join HHS and help to make our world healthier, safer, and better for all Americans.

First consideration will be given to the first 200 "Completed Applications" or will remain open for 5 business days, whichever comes first.

These positions are in the Excepted Service.

These positions are located in the Office of Intergovernmental and External Affairs (OIEA), Office of the Regional Director (ORD), within the Office of the Secretary (OS), Department of Health and Human Services (HHS), located in Boston, MA, Philadelphia, PA; and Kansas City, MO.


Salary Range for each location:


Boston, MA  $51,871 - $67,427

Philadelphia, PA  $50,620 - $65,801

Kansas City, MO  $47,448 - $61,678


This announcement may be used to select additional positions.


The Recent Graduates Program is a new program that provides employment opportunities for recent graduates and individuals who obtained certificates from qualified educational institutions or programs. This Program enables individuals to explore Federal civil service employment at the beginning of their careers; and engages them at the onset of their work lives, before their career paths are fully established.



  • U.S. Citizenship is required.
  • Background investigation clearance required.
  • Typing skill of 40 WPM is required.


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Performs a variety of administrative and personal assistance to senior management.


Performs routine or developmental assignments at the direction of senior management. 


Serves as liaison between the Director and staff directing visitors and calls, providing information about the office, its functions and standard operating procedures as well as other routine procedural information. 


Briefs the supervisor daily on formal inquiries, providing backup materials as needed, initiating or composing a variety of correspondence based on the supervisor’s views and desires or as directed by him or her, drafting brief letters and memos, revising or composing acknowledgements, commendations, notifications, letters of transmittal and official social notes. 


Maintains the supervisor’s appointment calendar, schedule appointments, and reminds the supervisor of meetings; briefing the management on the subject matter prior to, and making administrative arrangements as required.


Assists in preparing travel arrangements and travel packages for management and staff. 


Utilizes and integrates a variety of office automation equipment and software to generate specific working documents and forms.



Training and Development:


-Employee Orientation

-Assigned a Mentor

-Individual Development Plan

-Minimum of 40 hours of formal, interactive training



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Recent Graduates Program Eligibility:


Have within the previous 2 years, completed a qualifying associates, bachelors, masters, professional, doctorate, vocational or technical degree or certificate from a qualifying educational institution.  Preference eligible veterans who were precluded from applying due to their military service obligation begin their 2-year eligibility period upon release or discharge from active duty. Eligibility for those veterans cannot exceed 6 years from the date on which they completed their degrees (or certification). (Academic transcript(s) must be provided. Failure to provide will result in an ineligible rating.). If selected you will be required to provide an official academic transcript prior to entrance on duty.

Applicants may refer to the U.S. Department of Education’s Institutional Accreditation System to determine whether their school/program is accredited:



Qualification Requirements:

Have one year of specialized experience, equivalent to the GS-8 grade level in the Federal service providing administrative support to senior level management by facilitating clerical assignments in the office; recommending and implementing changes to improve the efficiency of the office; reviewing correspondence to ensure compliance with established policies and procedures; scheduling appointments; making travel arrangements; and utilizing a personal computer and a variety of software and hardware.





Type 40 words per minute based on a five-minute sample with three or fewer errors.


Foreign Education: If you are using education completed in foreign colleges or universities to meet the qualification requirements, you must show that 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:


Conditions of Employment:


1. Security and Background Requirements:  If not previously completed, a background security investigation will be required for all appointees.  Appointment will be subject to the applicant's successful completion of a background security investigation and favorable adjudication.  Failure to successfully meet these requirements may be grounds for appropriate personnel action.  In addition, if hired, a background security reinvestigation or supplemental investigation may be required at a later time.  Applicants are also advised that all information concerning qualifications is subject to investigation.  False representation may be grounds for non-consideration, non-selection and/or appropriate disciplinary action.


2. E-Verify:  If you are selected for this position, the documentation that you present for purposes of completing the Department of Homeland Security (DHS) Form I-9 will be verified through the DHS "E-Verify" System.  Federal law requires DHS to use the E-Verify System to verify employment eligibility of all new hires, and as a condition of continued employment obligates the new hire to take affirmative steps to resolve any discrepancies identified by the system.  The U.S. Department of Health and Human Services is an E-Verify Participant.


3. Direct Deposit:  All Federal employees are required to have Federal salary payments made by direct deposit to a financial institution of their choosing.


4. All qualification requirements must be met by the closing date of the announcement.


5. Financial disclosure statement may be required.


6. One-year probationary period may be required.


7. Travel, transportation, and relocation expenses will be paid: No


8. Bargaining Unit Position: No


9. Drug Screening Required: No


10. Recruitment incentives may be authorized: No


11. Student loan repayment incentive authorized: No


12. Annual leave for non-federal service authorized: No


13.  Selectee may be noncompetitively converted to a term or permanent, competitive service position.


14. Service in this Recent Graduates program confers no right to further employment in the competitive or excepted service.



Once the application process is complete, a review of the resume and supporting documentation will be made and compared against your responses to the assessment questionnaire to determine if you are qualified for this job.  If, after reviewing your resume and/or supporting documentation, a determination is made that you have inflated your qualifications and/or experience, you may lose consideration for this position.  Please follow all instructions carefully.  Errors or omissions may affect your eligibility.  Category rating procedures will be used to rate and rank candidates.  The category assignment is a measure of the degree in which your background matches the competencies required for this position.  Qualified candidates will be ranked into one of three categories:  Best Qualified, Well Qualified or Qualified.


The Category Rating Process does not add veterans’ preference points but protects the rights of veterans by placing them ahead of non-preference eligibles within each category.  Preference eligibles who meet the minimum qualification requirements and who have a compensable service-connected disability of at least 10 percent must be listed in the highest quality category (except in the case of scientific or professional positions at the GS-9 level or higher). 


Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics):



1. Ability to perform a wide variety of tasks associated with the organization.


2. Skill in utilizing personal computers and software to produce spreadsheets, graphics, and database management systems.


3. Knowledge of programs as they relate to clerical and administrative functions.


4. Skill in oral communication.


5. Skill in written communication.



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The Federal Government offers a comprehensive benefits package.  Explore the major benefits offered to most Federal employees at


If you are a veteran with preference eligibility and you are claiming 5-points veterans' preference, you must submit a copy of your DD-214 or other proof of eligibility.  If you are claiming 10-point veterans' preference, you must also submit an SF-15, "Application for 10-Point Veterans' Preference" plus the proof required by that form.  For more information on veterans’ preference see


Males born after December 31, 1959 must be registered or exempt from Selective Service (see


For information on "People with Disabilities" please visit


Interagency Career Transition Assistance Program (ICTAP):  For information on how to apply as an ICTAP eligible see  To be well-qualified and exercise selection priority for this vacancy, displaced Federal employees must be rated at 85.0 or above on the rating criteria for this position.


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To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section below.

The complete application package must be submitted by 11:59 PM (EST) on Tuesday, July 23, 2013 to receive consideration.

1.To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.

2.Click the Submit My Answers button to submit your application package.

3.It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

4.To verify your application is complete, log into your USAJOBS account,, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.

5.To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.



To apply for this position, you must provide a complete Application Package which includes:


1.   Your Résumé - You are encouraged to use the USAJobs online resume builder to ensure that all required information is in your resume.  If you use your own résumé, curriculum vitae, or any other written form you choose then you must describe your job-related qualifications that include beginning and ending dates for paid and non-paid work experience, hours worked per week, month and year of employment for each job title listed.

2.   A complete Assessment Questionnaire

3.   Other supporting documents:

     - Veterans Preference Documentation, Member 4 copy of all DD214s, VA letter, SF-15, etc.

     - College Transcripts displaying type of degree and date degree conferred.


Faxing Applications or Supporting Documents:


You are encouraged to apply online. Applying online will allow you to review and track the status of your application.


NOTE: If you applied online and your application is complete, do not fax the paper application (1203FX) as this will overwrite your prior online responses and may result in you being found ineligible.


If you completed the occupational questionnaire online and are unable to upload supporting document(s):


1. To fax your documents, you must use the following cover page and provide the required information. The Vacancy ID is 926541.

2. Fax your documents to 1-478-757-3144.


NOTE: If you cannot complete the Application Package online, you may fax all of your materials. The complete application package must be submitted by 11:59 PM (EST) on Tuesday, July 23, 2013 to receive consideration. Keep a copy of your fax confirmation in the event verification is needed.


To complete the occupational questionnaire (1203FX form) and submit via fax:


1. Click the following link to view and print the occupational questionnaire View Occupational Questionnaire.

2. Print the 1203FX form, follow the instructions and provide your responses to the occupational questionnaire items

3. Fax the completed 1203FX form along with any supporting documents to 1-478-757-3144. Your 1203FX will serve as a cover page for your fax transmission.

For Most Effective Resumes Tips visit:

The complete Application Package must be submitted by 11:59 PM (EST) on Tuesday, July 23, 2013 .


Angelique Green
Phone: (216)615-4042
Agency Information:
200 Independence Ave SW
HHH Building
Suite 801
Washington, DC


Once the online questionnaire is received you will receive an acknowledgement email that your submission was successful.  The most highly qualified candidates will be referred to the hiring manager for further consideration and possible interview.  We expect to make a selection within 45 days of the closing date of this announcement.


You will receive notice via email or by mail, if no email address was provided by you during the application process, once this process is completed (generally 4-6 weeks).

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