Clarification from the agency

Open to Excepted and Competitive Federal government employees only. Please be advised that federal retired annuitant candidates may only be considered as a temporary employee if the role can be filled in that capacity.

The incumbent maintains confidentiality on all matters. Duties listed below are at a GS-12 level. 

Correspondence Process Management 65%

Executes suspense management and document control procedures. Analyzes correspondence procedures for efficiency, effectiveness, and adherence to current policy.

The incumbent establishes and maintains standard operating procedures for handling correspondence for the AOC. Functions as the official point of contact for correspondence management records and the correspondence management records system.

Assists staff and action officers in preparing clear, accurate and concisely written documents representing major management issues. 

Assesses if technical matters can be clearly understood and determines if findings support the recommendations and the overall conclusions of the document. Maintains broad knowledge of graphics and ensures proper presentation of graphics in the correspondence and/or report. Makes sure documents are suitable in terms of coverage, balance, method of expression and presentation and adheres to document objectives.

Reviews the content, organization and the presentation of final documents and discusses changes using diplomatic skills to resolve all disputed areas.

Evaluates and reviews correspondence presented and based on the analysis of content and knowledge of functions throughout the organization, assigns actions to the appropriate staff element with specific direction concerning the type of response, level of signature authority and requirements for coordination with other staff elements. 

Establishes and maintains a professional rapport with senior level managers and the Architect of the Capitol executive officers and administrators in managing suspense actions. The incumbent responds to all inquiries pertaining to the status of suspense actions, completes all close-out actions and ensures the point of contact receives the completed action.

Responsible for preparation, control, and management of written correspondence. 

The incumbent reviews policy and program content of incoming documents; assigns request to the appropriate staff with deadlines; reviews and approves final documents prepared by staff for signature and transmission to ensure adherence to statutory mandates and policy, program and procedural requirements.

Develops, interprets, and implements guidelines on the preparation and processing of controlled correspondence records; updates and maintains a standard correspondence procedures manual; develops and maintains guidance for internal procedures specific to correspondence records; incorporates changes resulting from new requirements or internal changes in procedures; trains staff on correspondence records procedures; informs staff of changes.

Designs, implements, and maintains a structured mechanism to monitor all action correspondence to ensure its timely execution.

Customer Service 20%

Receives visitors and incoming telephone calls. Responds to inquiries or directs the caller to a staff member who can provide assistance. 

The incumbent evaluates office procedures consisting of numerous functions at varying levels of difficulty. The incumbent recommends changes in office policy to management or takes initiative to execute improvements to those processes, ensuring the stability of overall operations.

Provides input in matters concerning internal administrative issues and is responsible to follow up on commitments made in related meetings to ensure that pending issues are addressed by the appropriate personnel.

Ensures that confidential records and personally identifiable information (PII) are protected in accordance with AOC requirements and public law. Maintains strict confidentiality on matters of management and issues affecting individual employees, including employee complaints or concerns and oversight agency inquiries.

Acts as backup capacity for Staff Assistants and Administrative Assistant when needed.

Administrative Management 15%

Assists staff with Web/TA time and attendance reporting, training, human capital issues, records management, and other administrative management tasks. In the absence of the Administrative Assistant, takes the lead on these efforts.

Communicates with the management team on the status of different work activities and efforts. Reports regularly on the progress of specific cases. Advises and recommends innovative approaches for avoiding and /or resolving problems and reducing conflicts.

Serves as the principal representative and contact for the jurisdiction at meetings dealing with issues and information in the area of expertise and program responsibility.

Delivers clear, effective communications and takes responsibility for understanding each audience.

Participates in the Emergency Operations Center activities and other emergency preparedness exercises. 

Conditions of employment

• You must be a U.S. Citizen.
• Your resume and question responses must demonstrate the job-related KSAs.
• You must meet the definition of specialized experience.

• Ability to develop AOC's unique requirements for information tracking systems and work with the Information Technology Division to make changes/updates to the system.
• Ability to provide quality control over the full spectrum of AOC documentation that requires the signature and approval.
• Highly skilled in oral communications and writing techniques to represent the views of the AOC to participate in management and program matters in meetings or work groups.
• Skilled in effectively developing and evaluating materials concerning the management process.
• Skilled in applying a variety of analytical techniques to evaluate complex data and develop appropriate responses and/or recommendations for consideration.

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.
 

Candidates for the GS-09 grade level must have at least 52 weeks of specialized experience equivalent to the next lower GS-08 grade level in the Federal service.

Candidates for the GS-11 grade level must have at least 52 weeks of specialized experience equivalent to the next lower GS-09 grade level in the Federal service.

Candidates for the GS-12 grade level must have at least 52 weeks of specialized experience equivalent to the next lower GS-11 grade level in the Federal service.

Specialized experience is an 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.

Specialized experience is defined as having experience in the following:

• Ability to adhere to an expectation of complete confidentiality on all business matters.

• Knowledge of and skill in applying the principles, methods, practices, and techniques of information tracking systems.

• Able to provide quality control over documentation that requires the signature, approval, or awareness to Executive Leadership.

• Skilled in researching, verifying, and organizing complex regulatory or programmatic information into concise responses, and analytical and evaluative skills to recommend courses of action for key issues.

• Skilled in establishing and maintaining effective working relationships with other executive administrative staff, senior staff, and managers to gain cooperation and communicate recommendations and advice effectively and persuasively.

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

KSA 2: Planning and Evaluating

KSA 3: Problem Solving

KSA 4: Oral Communication

KSA 5: Writing

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).