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This Position Is No Longer Available

Job Title:  Administrative Assistant GS-303-05/06
Department:  Department Of The Interior
Agency:  Interior, Bureau of Indian Affairs
Job Announcement Number:  BIA-DA-13-MM929300(DEU)

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

The contents of the announcement can still be viewed.
$31,315.00 to $48,079.00 / Per Year
Friday, July 19, 2013 to Wednesday, December 11, 2013
Full Time - Term
Few vacancies in the following location(s):
Minneapolis, MN View Map
Billings, MT View Map
Albuquerque, NM View Map
Aberdeen, SD View Map
United States Citizens


The Bureau of Indian Affairs is the lead agency for the United States in carrying on a government-to-government relationship with the tribal nations. A challenging and dynamic place to work, it enhances the quality of life, promotes economic opportunity, and carries out the responsibility to protect and improve the trust assets of American Indians, Indian tribes and Alaska Natives.


Preference in filling vacancies in the Bureau of Indian Affairs is given to qualified Indian candidates in accordance with the Indian Preference Act of 1934 (Title 25 USC 472).  Verification Form BIA 4432 must be submitted with the application if claiming Indian preference.


This is a TERM appointment not to exceed (NTE) one year with the possibility of an extension for up to a total of four years. 



INDIAN PREFERENCE:  Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act of 1934 (Title 25, USC, Section 472).  Verification Form BIA-4432 must be submitted with the application if claiming Indian Preference.  Indian preference eligibles that are not currently employed in the Federal service will be appointed under the Excepted Service Appointment Authority Schedule A, 213.3112(A)(7).  Consideration will be given to Non-Indian applicants (Status or Reinstatement eligibles) in the absence of a qualified Indian Preference eligible.  Applicants not entitled to Indian Preference must be Federal civilian employees with competitive status or former Federal civilian employees with reinstatement eligibility and must submit latest Notification of Personnel Action, SF-50B, as proof.


If selected for this position you will contribute to the mission of Real Estate Services by assisting with program support to the Land Buy Back Program (LBBP) Bureau of Indian Affairs (BIA) Acquisition Center.  Depending on your duty location you will report to either the Supervisory Realty Specialist or the Administrative Officer.   


Positions are available at the following locations: Aberdeen, SD; Albuquerque, NM; Billings, MT; and Minneapolis, MN.


Salary Information:  First time hires to the Federal government normally start at the lower salary range of the grade level.


Aberdeen, SD; Albuquerque, NM; Billings, MT:  GS-05 $31,315 - $40,706 per annum.  GS-06 $34,907 - $45,376

Minneapolis, MN: GS-05 $33,181 - $43,131 per annum.  GS-06 $36,986 - $48,079 per annum. 


This is a permanent, full-time, appointment.  The position has a full performance level of GS-06.  Relocation expenses are not authorized for this position


The Bureau of Indian Affairs has determined that the duties of this position are suitable for telework only during an emergency or natural disaster. 




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TEMPORARY OPEN CONTINUOUS RECRUITMENT: Applicants are encouraged to apply early in the recruitment process. The first certificate of candidates will be issued to the hiring unit no sooner than sixty days after the opening date of the announcement and approximately every 60 days thereafter, or as needed by management.  If all positions are filled prior to the closing date the announcement will be closed at that time.


Major Duties

As experience is gained, the selectee(s) will perform a broader range of assignments under less supervision. At the full performance level of GS-06, the major duties will include, but are not limited to:

  • Prepare reports and documents as well as review for consistency with administrative procedures
  • Develop and maintain information flow system
  • Schedule maintenance of equipment
  • Make logistical arrangements and preparations for meetings and conferences
  • Receive visitors, telephone calls, and direct to appropriate staff or area


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GS-05 Minimum Qualifications

To qualify for the GS-05 level, applicants must possess at least one full year of specialized experience. Specialized experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (­­­­GS-04). Specialized experience is demonstrated experience utilizing a computer and other basic office equipment to enter data into a database, create correspondence, etc; providing customer service on a daily basis, for example answering telephones, greeting visitors and directing to the appropriate staff; and scheduling meetings and preparing meeting materials for staff.


Education - 4 years of education above high school or equivalent.


A Combination of Education and or Experience that totals 100% of the requirement for one year of specialized experience.


GS-06 Minimum Qualifications

To qualify for the GS-06 level, applicants must possess at least one full year of specialized experience. Specialized experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (­­­­GS-05). Specialized experience is defined as demonstrated experience utilizing a computer and other basic office equipment to produce reports, create databases and spreadsheets; providing customer service on a daily basis, for example answering multi-line telephones, greeting visitors and directing to the appropriate staff; independently maintains a supervisor’s calendar and schedules meetings for management officials; and developing recommendations to improve or develop administrative policies and procedures.



SUITABILITY, CLEARANCE & REQUIREMENTS: A background security investigation will be required for all new hires. Appointment will be subject to the applicant's successful completion of a background security investigation and favorable adjudication. Failure to successfully meet these requirements will be grounds for termination.

OTHER:  Incumbent is required, as an incidental duty, to operate a government-owned or leased motor vehicle, in the performance of duties, therefore, a valid driver’s license is required.

U.S. citizenship is required.  Appointees are required to provide verification of citizenship and employment eligibility.


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.


Knowledge of administrative practices and procedures – federal records management; federal travel, personnel management; purchase and procurement procedures; information processing function; timekeeping; financial/budget/FOIA/Privacy Act; inventory.

Customer service – Communicates and works with beneficiaries and clients to assess their needs; knows about and provides available services with options; is committed to providing quality service.

Automated data systems - Accesses, understands, and updates related systems; uses applicable IT resources (software); uses capabilities of software to perform job effectively; builds and performs queries skillfully and efficiently.

Information management – Stores, organizes, and maintains multiple formats of data in a usable condition; assures information is readily available; disseminates information effectively and securely.


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.


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The following Web addresses are provided for your reference to explore the major benefits offered to most Federal employees.


Annual Leave and Sick Leave:


Family Friendly Flexibilities:


Flexible Spending Accounts:


Health Insurance:


Life Insurance:


Long Term Care Insurance:


Retirement Program:


Social Security:


Thrift Savings Plan (TSP):


Flexible Work Environment and Alternate Work Schedules


Paid Employment Related Training and Education


Possible Student Loan Repayment


Employee Express Automated System


This link provides and overview of the benefits currently offered to Federal employees.


CTAP & ICTAP APPLICANTS: Individuals who have special priority selection rights under the Agency Career Transition Assistance Program (CTAP) or the Interagency Career Transition Assistance Program (ICTAP) must be well qualified for the position to receive consideration for special priority selection.  CTAP and ICTAP eligible will be considered well qualified if they fully meet the quality ranking factor identified as KSA #1.  Federal employees seeking CTAP/ICTAP eligibility must submit proof that they meet the requirements of 5 CFR 330.605(a) for CTAP and 5 CFR 330.704 for ICTAP.  This includes a copy of the agency notice, a copy of their most recent Performance Rating and a copy of their most recent SF-50 noting current position, grade level, and duty location.  Please annotate your application to reflect that you are applying as a CTAP or ICTAP eligible.


5-POINT PREFERENCE. If you are claiming a 5-point veteran preference you must provide a DD-214, Certificate of Release or Discharge from Active Duty, or other proof of entitlement.

10-POINT PREFERENCE. If you are claiming 10-point veteran preference, you will need to submit an SF-15, Application for 10-point Veteran Preference, plus the proof required by that form.

NOTICE TO MALE APPLICANTS:  Section 1622 of the Defense Authorization Act of 1986, prohibits any male born after December 31, 1959, from being appointed to a position in an executive agency if he has knowingly and willfully failed to register with the Selective Service System. Male applicants born after December 31, 1959, will be required to complete a certification document to confirm their Selective Service registration status, if selected for appointment.

EQUAL OPPORTUNITY EMPLOYER: The Bureau of Indian Affairs is an Equal Opportunity Employer. Selection for this position will be made solely on the basis of merit, fitness and qualifications without regard to race, sex, color, creed, age, martial status, national origin, non-disqualifying handicap conditions, or any other non-merit factors.

NOTE:  This agency provides reasonable accommodations 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 on a case-by-case basis.

Preference in filling vacancies in the Bureau of Indian Affairs is given to qualified Indian candidates in accordance with the Indian Preference Act of 1934 (Title 25 USC 472).  Verification Form BIA 4432 must be submitted with the application if claiming Indian preference.


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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 Friday, July 18, 2014 to receive consideration.

§  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.

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

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

§  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.

§  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.

All applicants are required to submit the following supporting document type(s):

Applicants may also submit the following supporting document type(s),which may not be required for all applicants:
   ·Cover Letter
   ·Other (BIA form 4432)
   ·Other Veterans Document

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 provide the required information. The Vacancy ID is 929300

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

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 Friday, July 18, 2014 to receive consideration. Keep a copy of your fax confirmation in the event verification is needed.

To complete the occupational questionnaire 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 all six pages of 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.



Step 2

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 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 to print a copy of the cover page. When faxing documents, follow the procedures outlined below.  


  • Include the 8-character Vacancy Identification Number 929300,
  • 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:


The following forms must be submitted in order to have a complete application:


1.  Applicants may file using an OF-612, Application for Federal Employment, a resume or any other written format of the applicant's choice.  In addition to the OF-612, applications, resumes or other written formats MUST CONTAIN THE FOLLOWING INFORMATION:


(a). Job Information - announcement number, title and grade(s) of the job for which applying.


(b). Personal Information - full name, mailing address (including zip code) and day and evening telephone numbers (with area code), Social Security Number, Country of citizenship (most Federal jobs require U.S. citizenship), Veterans Preference, reinstatement eligibility (copy of SF-50B as proof of career or career conditional status), and highest Federal civilian grade held, including occupational series and dates held.


(c). Education - high school, including name, city and state (zip code) and date of diploma or GED, colleges and universities attended, including name, city and state (zip code if known); type and year of any degrees received with major (if no degree, total credits earned should be shown with an indication whether semester or quarter hours).


(d). Work Experience - which includes the following information for paid and nonpaid work experience related to the job being announced:  job title, including series and grade, if a Federal position, duties and accomplishments, employer's name and address, supervisor's name and telephone number, starting and ending dates (month and year), hours per week, salary, and indicate if the current supervisor may be contacted.


(e). Other Qualifications - Job related training courses (title and year), and job related skills, for example, other languages, computer software/hardware, tools, machinery, wpm typing speed, job related certificates and license, including current driver’s license information such as license number, issuing state and expiration date, job related honors, awards, and special accomplishments, for example, publications, memberships in professional or honor societies, leadership activities, public speaking, and performance awards (dates received).


(f). References - List three people who are not related to you and are not supervisors you listed under work experience who know your qualifications and fitness for the kind of job you are applying. Be sure to include the full name of each reference, telephone number(s), and complete mailing address.


2.  Form BIA 4432, Verification of Indian Preference for Employment, is required for claiming Indian Preference. No other form will be accepted.


3.  Form DD-214, if claiming 5 pt. veteran's preference or Standard Form 15 with required proof of entitlement, if claiming 10 pt. veteran’s preference.


4.  College Transcript is required for verification/documentation of qualifying education.


5.  Occupational/Assessment Questionnaire, listed in announcement.  Failure to respond to the questionnaire will result in loss of consideration.


6.  Copy of most recent SF-50, Notification of Personnel Action, current or former Federal employees.


7.  DI-1935, Background Survey Questionnaire, listed in announcement, submission is voluntary and not a required form, available at


8.  GSA Form 3607, Motor Vehicle Operator’s License and Driving Report, available at


HR Assistant
Phone: (703)787-1446
Agency Information:
Bureau of Indian Affairs
1849 C Street NW
Washinton , DC


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.


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