Clarification from the agency

See requirements section

Incumbent may be subject to 24-hour on-call in the event of an emergency and may require irregular working hours.

Responsibilities:

Procurement and Contracting Administration:

Analyzes and provides advisory services to support the administration of a wide range of organizational procurements, some with new or unusual requirements, such as counseling managers on the process for reviewing procurement actions for adequacy and compliance with Federal regulations and agency policies.

Preforms a wide range of administrative duties to support the procurement of supplies, property and services. Serves as support contact to the OIG Administrative Officer (AO) with AOC procurement elements.

Assists in the management of contracting for all procurements.

Administrative Management:

Supports development and implementation of organizational policies and procedures across major agency organizations.

Assists AO to ensure that management is provided with organizational reports, projections, and recommendations.

Serves as part of the assigned organization’s management team. Coordinates implementation of the AOC’s administrative programs and systems, such as application of new budgetary procedures, or implementation of new safety standards.

Assists in development and coordination of policy and procedure progress and implementation covering internal operations.

Assists in formulation of plans and provides advice on resolving problems. Assists the office with records management in accordance with established policy and procedures.

Drafts correspondence, recommendations, reports, and memoranda related to management and administrative programs and issues. Provides advice and guidance to managers and employees on questions and situations related to the administrative services provided.

Facility Services, Property, Finance and Supply Administration:

Assists in coordination of special requirements for hard-to-find supplies or services that are difficult to obtain or require complex negotiations, or office moves that require extensive coordination.

Supports AO in performing security reviews of facilities. Assists AO in providing security briefings, implementation of security measures regarding entry authorization of employees and visitors to the building.

Assists AO in preparation of the OIG Budget, answer questions and coordinate with the budget office, enter information into FMS and monitor OIG spending and purchase card orders as a purchase card holder.

Assists AO in planning and organization of administrative aspects of office moves, office construction, and other facility improvements that require extensive coordination of property, services, and facilities such as furniture, equipment, telephones, and short-term storage.

Assists AO in periodic inventory of all equipment and property, resolving discrepancies on inventory lists with actual inventory. Prepares necessary documents for the accession and de-accession of equipment and property.

Office Activities Coordination:

Supports AO in exercising control of multiple organizational calendars, with delegated authority for time commitments. Schedules meetings and makes arrangements such as preparing agendas, notifying participants, and arranging meetings and similar matters.

 Assists in organizing conferences requiring planning and arranging of travel and hotel accommodations, based on knowledge of the schedules and commitments of participants.

Prepares agendas for and coordinates periodic training in all phases of administrative work such as correspondence, telephone procedures, publications, directives, reports, and public relations responsibilities.

Assists AO in acting as OIG office manager to ensure that practices and procedures are consistent across OIG divisions.

Attends and records the minutes of meetings, which are later summarized and distributed. Follows up to ensure that commitments made at the meetings and conferences are addressed. Advises leadership on important office matters that arise during their absence.

Performs other duties as assigned. 

Conditions of employment

• Appointment subject to background investigation and favorable adjudication.

“To be employed by the Architect of the Capitol in a paid position, an individual must meet
one of the categories below:

• A citizen of the United States;
• A person who is lawfully admitted for permanent residence and is seeking citizenship as outlined in 8 U.S.C. 1324b(a)(3)(B);
• A person who is admitted as a refugee under 8 U.S.C. 1157 or is granted asylum under 8 U.S.C. 1158 and has filed a declaration of intention to become a lawful permanent resident and then a citizen when eligible;
• A person who owes allegiance to the United States (nationals of American Samoa, Swains Island, and the Northern Mariana Islands, and nationals who meet other requirements described in 8 U.S.C. 1408); or
• A person who is currently an officer or employee of the Government of the United States.”

Qualifications

You must meet the United States Office of Personnel Management's (OPM) qualification requirements (including specialized experience and/or educational requirements) for the advertised position. You must meet all eligibility and qualifications requirements by the closing date of the job 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 on the OPM web site at http://www.opm.gov/qualifications.
 
Specialized experience is experience that has equipped you with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level.
 
Candidates for the GS-11 grade level must have at least 52 weeks of specialized experience equivalent to the GS-09 grade level in the Federal service.

Specialized experience is defined as having experience in at least 3 of the 5 following: 

(1) Performs office administrative activities such as office moves, property, services, telephones, and organizing conferences requiring planning and arranging of travel and hotel accommodations.

(2) Knowledge in laws, regulations, policies and precedents, which affect administrative operations of the organization.

(3) Performing financial activities to include purchasing, and budgeting responsibilities. 

(4) Preparing reports, correspondence, memoranda, and responses to executive staff.

(5) Drafting, editing and reviewing policies, materials (ex: correspondence) and project-related communications.

-OR-

You may substitute education for specialized experience. In order to substitute education for specialized experience, you must have three (3) years of progressively higher level graduate education leading to a Ph.D. degree or equivalent doctoral degree in a field of study related to the duties of the position.

-OR-

Combination of Education and Experience - Have an equivalent combination of the above specialized experience AND higher level graduate education that meets 100% of the qualification requirements for this position.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Review your resume and responses carefully. Your eligibility for consideration and qualifications for the position will be determined based upon a review of your detailed resume and your responses to job specific self-assessment questions. 

Your resume will be evaluated based on evidence of your ability to demonstrate the knowledge, skills, and abilities (KSAs) for this position, possession of any specialized experience, and how well your background and experience relates to the self-assessment questions in the job announcement. The self-assessment questions relate to the following knowledge, skills, abilities, and competencies:

KSA 1:Project Management- Knowledge and skill in applying analytical and evaluate evaluative methods and techniques to issues or functions related to office administration.

KSA 2: Planning & Evaluation- Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization.

KSA 3:Technical- Knowledge in conducting detailed analyses of complex functions and work processes.

KSA 4: Writing- Knowledge of pertinent laws, regulations, policies and precedents, which affect administrative operations.

KSA 5: Communication- Interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations.

Your responses to the self-assessment questions serve as the basis for your initial rating. You will receive a numerical score based on your responses to these questions.  Next, your responses will be evaluated by a Human Resources Specialist and/or a subject matter expert against the information provided in your resume and optional cover letter. Your resume must support your answers to the self-assessment questions. Falsifying your background, education and/or experience is cause for non-selection or disqualification from further consideration.

Please note that a complete application is required for consideration. (Please review the “Required Documents” section of this job announcement to see what must be included in a complete application).