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This Position Is No Longer Available

Job Title:  Program Specialist
Department:  National Foundation on the Arts and the Humanities
Agency:  Institute of Museum and Library Services
Job Announcement Number:  IMLS-13-990937

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

The contents of the announcement can still be viewed.
$51,630.00 to $67,114.00 / Per Year
Wednesday, November 06, 2013 to Wednesday, November 20, 2013
Full Time - Permanent
1 vacancy in the following location:
Washington DC, DC View Map
United States Citizens


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. IMLS is the primary source of federal support for the nation’s 123,000 libraries and 17,500 museums.

This position is located in the Institute of Museum and Library Services, Office of Library Services (OLS).  The incumbent serves as a Program Specialist in the Discretionary Programs Division, Office of Library Services.  The Institute of Museum and Library Services (IMLS) is an independent federal grant-making agency whose mission is to inspire libraries and museums to advance innovation, learning, and cultural and civic engagement by providing leadership through research, policy development, and grant-making.  The incumbent will provide support to Program Officers within the division. 






  • 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.


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This position is works under the supervision of the Associate Deputy Director for Library Services, and in coordination with the Program Officers, the incumbent fulfills program activities in grants administration.  Provides technical support in reviewing grant applications, annual reports, and required forms for the fulfillment of financial prerequisites and compliance with standard policies or regulations.  Assists in researching administrative and regulatory citations and liaising with  grant applicants and grantees as needed.  Coordinates the finalization and dissemination of grant documents.  Assists with processing grant applications and contacting grant applicants.  Coordinates the peer review of grant applications and provides technical assistance to reviewers.

Works closely with program staff and other agency staff as needed to develop and deliver training workshops and presentations on grant processes, requirements, and other matters.  Responds to external and internal inquiries.  Provides general guidance regarding basic program requirements but refers difficult questions or issues to a Program Officer.  May contact grantees regarding incomplete reports or other matters as directed by program staff.    Tracks and manages official grant files and documentation both in hardcopy and electronic format.  Provides assistance with special projects, meetings, and conferences.  Researches, compiles, and prepares responses to Freedom of Information Act requests.


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FOR GS-9:   Candidate must have at least one year ofspecialized experience equivalent to at least the GS-07 level in the Federalservice which involved experience in libraries and in applying the principlesand practices of the library and/or archives field ORhave successfully completed a Master's or equivalent graduate degree or 2 fullyears of progressively higher level graduate education leading to such a degreein a field related to this position.

MANDATORYSELECTIVE FACTOR – KNOWLEDGE OF THE PRINCIPLES AND PRACTICES OF LIBRARIES AND/OR ARCHIVES .   Carefullyread the following descriptions of experience.  This position requires that you have knowledge of the principles andpractices of libraries and/or archives; experience with the delivery of library  and/or archives services;experience with supporting aspects of programs, grants and/or projects tosupport library and/or archives activities; and knowledge of library and/or archives  issues and trendsinvolving libraries and other educational institutions.   Makesure your resume supports your response.  Failure to have your resume support your response will result in theapplicant losing further consideration.


MANDATORY SELECTIVE FACTOR – KNOWLEDGE OF THE PRINCIPLES AND PRACTICES OF LIBRARIES.  Carefully read the following descriptions of experience.  This position requires that you have knowledge of the principles and practices of libraries; experience with the delivery of library services; experience with supporting aspects of programs, grants and/or projects to support library activities; and knowledge of library issues and trends involving libraries and other educational institutions.  Make sure your resume supports your response.  Failure to have your resume support your response will result in the applicant losing further consideration.

Candidates will be further evaluated in terms of the following knowledge, skills and abilities,  which must be documented in the resume.  The information contained in your application will be reviewed to determine the degree to which you meet the basic qualification requirements, and possess the knowledge, skills, and abilities (KSA’s) that are essential for successful job      performance. Those applicants who are considered best-qualified will be referred to the selecting official.  Applicants who wish to receive full consideration for this position should show evidence of each factor in the resume format.  Candidates will be further evaluated in terms of the following ranking factors, which must be addressed in the resume to ensure full consideration:

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

2.      Ability to communicate effectively orally and in writing with a wide variety of audiences; ability to work and cooperate with others and deliver high-quality service.


      3.      Ability to adhere to deadlines, and plan and process work accurately.

      4.   Knowledge and demonstrated proficiency in the use of office and word processing software (i.e. Microsoft Office 2010).


Your application will be evaluated and rated under Category Rating and Selection Procedures. 


If you meet the qualification requirements, your application will be placed in one of three categories: Best Qualified Category, Well Qualified Category, Qualified Category, which is based upon your responses to the vacancy questions. Within these categories, applicants eligible for veteran's preference that have provided supporting documents will receive selection priority over non-veterans.  The top rated applications will be reviewed for the quality of your experience, education and training relevant to the position. If your resume does not support the specialized experience or if your application does not support your answers to the Vacancy Specific Questions, your final rating may be modified and/or you may be disqualified from consideration.



Application of Veterans' Preference:   the Category Rating Method does not add veterans' preference points or apply the rule of three, but protects the rightsof veterans by placing them ahead of non-preference eligibles within eachcategory.   Preference eligibles who donot have a service-connected disability of 10 percent or more will be assignedto the appropriate quality category based upon the job-related assessment andwill be listed ahead of non-preference eligibles within the appropriate qualitycategory.   Preference eligibles who havea compensable service-connected disability of at least 10 percent and who meetthe minimum qualifications requirements "will be listed in the highest qualitycategory (except if the position is a scientific or professional position atthe GS-9 level or above).   The Office ofPersonnel Management (OPM) has defined the professional and scientific professional positions and can be accessed here: "  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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    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 may be telework eligible.


Displaced employees may be eligible for ICTAP or CTAP priority consideration. For more information, please review the OPM Employee's Guide to Career Transition.


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


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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 Wednesday, November 20, 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


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 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.

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



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 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 990937,
  • 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.
- 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.


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


You may check your application status into by logging into your USAJOBS account. After 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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