This position is in the Washington Headquarters Services (WHS), Executive Services Directorate (ESD), Correspondence Management Division (CMD), Records and Logistics Branch (RLB). The Division provides critical administrative support and executive staff assistance to the Secretary of War (SecWar), the Deputy Secretary of War (DepSec), the Department of War Executive Secretary (ExecSec), and their immediate senior staffs.
Summary
This position is in the Washington Headquarters Services (WHS), Executive Services Directorate (ESD), Correspondence Management Division (CMD), Records and Logistics Branch (RLB). The Division provides critical administrative support and executive staff assistance to the Secretary of War (SecWar), the Deputy Secretary of War (DepSec), the Department of War Executive Secretary (ExecSec), and their immediate senior staffs.
This announcement is open to current permanent Washington Headquarters Services (WHS) serviced employees ONLY, and DoD PPP Military Spouse Preference applicants
Incumbent typical work assignments may include the following:
Receive, analyze, and process high-visibility correspondence (including White House, Congressional, and public inquiries) directed to executive leadership, utilizing task management systems (e.g., CATMS) to assign appropriate action offices, required coordinators, and suspense dates.
Monitor the status of assigned executive actions, enforce compliance with established deadlines, review the work of other analysts, and produce complex audit reports to identify bottlenecks and drive business process improvements.
Oversee the safekeeping, digitization, indexing, and archiving of official executive records and digital libraries (Chronicle of Tenure), ensuring strict compliance with National Archives and Records Administration (NARA) mandates and facilitating records retirement (SF 135).
Serve as the primary focal point for customer service and accountable official mail, prioritizing urgent or special-handling materials, and conducting specialized records research to support Freedom of Information Act (FOIA) requests, Presidential Libraries, and task forces.
Serve as the technical lead and systems administrator for the enterprise correspondence control system; manage data transfers, evaluate image capture hardware/software, provide user training, and oversee the development and content management of the division's websites and digital portals.
Males born after 12-31-59 must be registered or exempt from Selective Service (see https://www.sss.gov/Home/Registration)
May be required to successfully complete a probationary/trial period
Must be determined suitable for federal employment
Required to participate in the direct deposit program
This position is subject to pre-employment and random drug testing
This position is subject to the DoD Military Spouse Priority Placement Program
This position requires you to obtain and maintain a Top-Secret security clearance with Sensitive Compartmented Information (SCI) and Special Access Program (SAP) components
The incumbent may be required to work other than normal duty hours, which may include evenings, weekends, and/or holidays
Qualifications
In order to qualify for this position, you must meet the requirements described below.
You may qualify at the GS-12 level, if you fulfill the following qualification requirement:
One year of specialized experience equivalent to the GS-11 grade level in the Federal service (experience may have been gained in the private sector) that demonstrates your experience:
Analyzing complex, high-visibility correspondence (such as White House, Congressional, or public inquiries) to determine and assign the Office of Primary Responsibility (OPR); and
Monitoring suspense dates utilizing an enterprise correspondence and task management system (e.g., CATMS or TMT); and
Digitizing, indexing, and archiving official records into electronic databases in compliance with DoW Guidance and National Archives and Records Administration (NARA) mandates.
Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). You will receive credit for all qualifying experience, including volunteer experience.
All qualifications and education requirements must be met by the closing date of this announcement and clearly documented in your resume. Your resume may not exceed two (2) pages. For qualifications determinations, it is recommended that applicants include their months and hours worked per week for each employment listed on their resume. If a determination is not able to be made about the duration of your creditable experience for qualification requirements, you will be removed from consideration.
ACTIVE DUTY SERVICE MEMBERS: Federal agencies treat active duty service member as veterans, disabled veterans, and preference eligible, when they submit, as part of their application package, a "certification" of active service in lieu of a DD-214, indicating the service member is otherwise eligible and will be discharged or released within 120 days from the date of submission.. A "certification" letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. This "certification" must include your rank, dates of active duty service, type of discharge and character of service (i.e. honorable), and date any terminal leave will begin. It must be signed by, or by direction of, the adjutant, personnel officer, or commander of your unit or higher headquarters. Active duty members that fail to provide a valid "certification" of service with their initial application will be found "not eligible". Members may be appointed before the effective date of their military retirement/separation if they are on terminal leave.
Current or Former Political Appointees: Agencies must seek prior approval from OPM before they can appoint a current or recent political appointee to a competitive or non-political excepted service position at any level. If you are currently or have been within the last 5 years, a political Schedule A, Schedule C, or Non-career SES employee in the executive branch, you MUST disclose that to the Human Resources Office.
Time-in-grade requirements must be met by the closing date of this announcement and clearly documented in your resume.
Education
Education cannot be substituted for experience.
Additional information
Probationary Periods: As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:
your performance and conduct;
the needs and interests of the agency;
whether your continued employment would advance organizational goals of the agency or the Government; and
whether your continued employment would advance the efficiency of the Federal service.
Upon completion of your probationary period your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.
Reemployed Annuitants: Applicants in receipt of an annuity based on civilian employment in the Federal Service are subject to the DoD Policy on The Employment of Annuitants (DODI 1400.25, volume 300). http://www.esd.whs.mil/DD/DoD-Issuances/140025/
Nepotism: Under the provisions of 5 USC 3110, an individual may not be appointed into a position if the position is under the supervisory chain of command of a relative.
Additional vacancies may be filled by this announcement.
Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How you will be evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
In order to be considered for this position, you must complete all required steps in the process. In addition to the application and application questionnaire, this position may requires an online USA Hire Competency Based Assessment. The USA Hire online assessment measures critical general competencies required to perform the job.
Your eligibility and qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), the responses you provide on the application questionnaire, and the result of the USA Hire Competency Based Assessment(s) required for this position (if applicable). If you are found to be among the top candidates, you will be referred to the selecting official for employment consideration.
You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics):
Attention to Detail
Customer Service
Decision Making
Flexibility
Integrity/Honesty
Interpersonal Skills
Learning
Reading Comprehension
Reasoning
Self-Management
Stress Tolerance
Teamwork
DOD PPP candidates using Application-Based Procedures:
Military Spouse Preference (MSP) Eligible: Military Spouse Preference applicants, must be selected and placed at the highest grade level for which they have applied and been determined best qualified. You must include a completed copy of the Military Spouse PPP Self-Certification Checklist (DD-3145-4) dated within 30 days along with the documents identified on the checklist to verify your eligibility for Military Spouse Preference.
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
YOU ARE REQUIRED TO DOCUMENT IN YOUR APPLICATION PACKAGE EVIDENCE THAT SUPPORTS YOUR ELIGIBILITY AND QUALIFICATION CLAIMS. You MUST upload the applicable documents with your application package. If you fail to provide these documents, you will be marked as having an incomplete application package and you will not be considered any further.
1. All applicants are required to submit a resume limited to two (2) pages showing all relevant experience. Your resume must address your technical qualifications for the position, and it may not exceed two (2) pages. Your 2-page (or less) resume must be in PDF format, with no smaller than a 0.5" margin and no smaller than a 10-point font. If you submit a resume that exceeds the two-page limit and/or does not meet the margin or font limitations stated herein, you will immediately be deemed ineligible for this position and will receive no further consideration. If you submit a resume that exceeds the two-page limit and/or does not meet the margin or font limitations stated herein, you will immediately be deemed ineligible for this position and will receive no further consideration.
If you submit more than one copy of your resume, only the most recent version will be reviewed. The latest timestamp will be used to determine which version of your resume is "most recent."
If your resume includes a photograph or other inappropriate material or content, it will not be used to make eligibility and qualification determinations and you will not be considered for this vacancy.
2. Other supporting documents:
Cover Letter, optional
Most recent SF-50 "Notification of Personnel Action" showing you are/were in the competitive service and the highest grade held. It is recommended you provide a SF-50 within the last 52 weeks before the closing date of this JOA for current federal employees. We will use the employment date and grade on your resume in conjunction with the provided SF-50 to help determine initial eligibility, but may require additional information to confirm at the job offer stage if needed.
College Transcript(s), if qualifying based on education. Official or unofficial transcripts are acceptable.
DD-214, SF-15 Form and VA letter, or certification of expected discharge or release from active duty from Veterans for consideration under Veteran hiring authorities
DoD Priority Placement Program applicant supporting documentation - See the "How You Will Be Evaluated" section of this announcement
Other Noncompetitive appointment authority documentation, if applicable
ARE YOU A VETERAN CLAIMING SOLE SURVIVORSHIP PREFERENCE OR 5-POINT VETERANS' PREFERENCE?
1. You must provide legible copy/copies of the following: DD-214, "Certificate of Release or Discharge from Active Duty," showing all dates of service, type of discharge as well as character of service (Honorable, General, etc.) or Statement of Service/Proof of Service (in lieu of a DD-214) from your command or local Personnel Support Detachment (PSD). The Statement of Service/Proof of Service must provide all dates of service, the expected date of discharge and anticipated character of service (Honorable, General, etc.). Veterans should upload their DD-214 once they receive it upon separation.
2. You should also document your complete military service information in the Veterans Preference and Military Service Section of the assessment questionnaire (type of preference, dates of service, date of VA letter, character of service, disability claim and rank and date of retirement if retired).
ARE YOU A DISABLED VETERAN or CLAIMING 10-POINT VETERANS' PREFERENCE?
1. Disabled veterans, veterans, widows, spouses or the mother of a veteran, who are eligible for 10-point veterans' preference, you must provide legible copies of the following: Applicable supporting documents as noted on Standard Form-15 (SF-15). To obtain a copy of SF-15, go to: https://help.usajobs.gov/working-in-government/unique-hiring-paths/veterans
ARE YOU A CURRENT OR FORMER POLITICAL SCHEDULE A, SCHEDULE C, NON-CAREER SES OR PRESIDENTIAL APPOINTEE EMPLOYEE?
Submit a copy of your applicable SF-50, along with a statement that provides the following information regarding your most recent political appointment:
Position title
Type of appointment (Schedule A, Schedule C, Non-career SES, or Presidential Appointee)
To apply for this position, you must complete the online application and submit the documentation specified in the Required Documents section above.
A complete application package must be submitted by 11:59 PM (EST) on the closing date of the announcement to receive consideration.
To begin, click Apply to access the online application. You will need to be logged into your USAJOBS account to apply. If you do not have a USAJOBS account, you will need to create one before beginning the application.
Follow the prompts to select your resume and/or other supporting documents to be included with your application package. Your resume cannot exceed two pages. See the Required Documents section above for more information.
You will have the opportunity to upload additional documents to include in your application before it is submitted. Your uploaded documents may take several hours to clear the virus scan process, and it is your responsibility to ensure that they do so successfully.
After acknowledging you have reviewed your application package, complete the Include Personal Information section as you deem appropriate and click to continue with the application process.
You will be taken to the online application and questionnaire which you must complete in order to apply for the position. Complete the online application, verify the required documentation is included with your application package, and submit the application.
Read the Eligibility questions carefully. Your responses will affect your consideration for the position. You may qualify for more than one eligibility, so please choose carefully. You will only be considered under the options you have selected. If you respond that you do not meet any of the eligibility questions, you will not be considered for this position.
This announcement uses an OPM USA Hire Assessment to evaluate candidates. Please read this section carefully. Failure to complete the USA Hire assessment will remove you from consideration.
If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice.
Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials.
Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended.
Set aside at least 3 hours to take the assessment; however, most applicants complete the assessment in less time. If you need to stop the assessment and continue at a later time, you can re-use your unique assessment link.
Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused.
Failure to submit a complete application package will result in an ineligible rating and loss of consideration.
Do not email or send hard copy resumes/applications to the Contact Information or Agency Information listed in this vacancy announcement. All resumes/applications received at the addresses listed in the Contact Information or Agency Information will be destroyed and will not be considered for this vacancy announcement.
It is the applicant's responsibility to verify that all information in their resume and documents are legible and accurate. HR will not modify answers/documents submitted by an applicant.
WHS Executive Services Directorate
Human Resources Directorate
4800 Mark Center Drive
Alexandria, VA 22350
US
Next steps
Once your online application is submitted you will receive a confirmation notification by email. Your application will be evaluated by the Human Resources Office to determine your eligibility for the position. After the evaluation is complete, you will receive another notification regarding the status of your application. If you are determined to be ineligible or not qualified, your application will receive no further consideration.
A tentative offer of employment will be rescinded if the selectee fails to meet the pre-employment requirements:
including failure to report to any of the scheduled appointments.
HR will initiate the drug test no later than 2 business days after the Tentative Job Offer is accepted. The selectee must sign a "Drug Test Statement of Understanding."
A negative drug test result must be received by HR no later than 30 calendar days after the EOD. Failure to pass the test or provide results in time may lead to the job offer being withdrawn or removal from Federal service.
Washington Headquarters Services uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, visit: http://www.dhs.gov/E-Verify
YOU ARE REQUIRED TO DOCUMENT IN YOUR APPLICATION PACKAGE EVIDENCE THAT SUPPORTS YOUR ELIGIBILITY AND QUALIFICATION CLAIMS. You MUST upload the applicable documents with your application package. If you fail to provide these documents, you will be marked as having an incomplete application package and you will not be considered any further.
1. All applicants are required to submit a resume limited to two (2) pages showing all relevant experience. Your resume must address your technical qualifications for the position, and it may not exceed two (2) pages. Your 2-page (or less) resume must be in PDF format, with no smaller than a 0.5" margin and no smaller than a 10-point font. If you submit a resume that exceeds the two-page limit and/or does not meet the margin or font limitations stated herein, you will immediately be deemed ineligible for this position and will receive no further consideration. If you submit a resume that exceeds the two-page limit and/or does not meet the margin or font limitations stated herein, you will immediately be deemed ineligible for this position and will receive no further consideration.
If you submit more than one copy of your resume, only the most recent version will be reviewed. The latest timestamp will be used to determine which version of your resume is "most recent."
If your resume includes a photograph or other inappropriate material or content, it will not be used to make eligibility and qualification determinations and you will not be considered for this vacancy.
2. Other supporting documents:
Cover Letter, optional
Most recent SF-50 "Notification of Personnel Action" showing you are/were in the competitive service and the highest grade held. It is recommended you provide a SF-50 within the last 52 weeks before the closing date of this JOA for current federal employees. We will use the employment date and grade on your resume in conjunction with the provided SF-50 to help determine initial eligibility, but may require additional information to confirm at the job offer stage if needed.
College Transcript(s), if qualifying based on education. Official or unofficial transcripts are acceptable.
DD-214, SF-15 Form and VA letter, or certification of expected discharge or release from active duty from Veterans for consideration under Veteran hiring authorities
DoD Priority Placement Program applicant supporting documentation - See the "How You Will Be Evaluated" section of this announcement
Other Noncompetitive appointment authority documentation, if applicable
ARE YOU A VETERAN CLAIMING SOLE SURVIVORSHIP PREFERENCE OR 5-POINT VETERANS' PREFERENCE?
1. You must provide legible copy/copies of the following: DD-214, "Certificate of Release or Discharge from Active Duty," showing all dates of service, type of discharge as well as character of service (Honorable, General, etc.) or Statement of Service/Proof of Service (in lieu of a DD-214) from your command or local Personnel Support Detachment (PSD). The Statement of Service/Proof of Service must provide all dates of service, the expected date of discharge and anticipated character of service (Honorable, General, etc.). Veterans should upload their DD-214 once they receive it upon separation.
2. You should also document your complete military service information in the Veterans Preference and Military Service Section of the assessment questionnaire (type of preference, dates of service, date of VA letter, character of service, disability claim and rank and date of retirement if retired).
ARE YOU A DISABLED VETERAN or CLAIMING 10-POINT VETERANS' PREFERENCE?
1. Disabled veterans, veterans, widows, spouses or the mother of a veteran, who are eligible for 10-point veterans' preference, you must provide legible copies of the following: Applicable supporting documents as noted on Standard Form-15 (SF-15). To obtain a copy of SF-15, go to: https://help.usajobs.gov/working-in-government/unique-hiring-paths/veterans
ARE YOU A CURRENT OR FORMER POLITICAL SCHEDULE A, SCHEDULE C, NON-CAREER SES OR PRESIDENTIAL APPOINTEE EMPLOYEE?
Submit a copy of your applicable SF-50, along with a statement that provides the following information regarding your most recent political appointment:
Position title
Type of appointment (Schedule A, Schedule C, Non-career SES, or Presidential Appointee)
To apply for this position, you must complete the online application and submit the documentation specified in the Required Documents section above.
A complete application package must be submitted by 11:59 PM (EST) on the closing date of the announcement to receive consideration.
To begin, click Apply to access the online application. You will need to be logged into your USAJOBS account to apply. If you do not have a USAJOBS account, you will need to create one before beginning the application.
Follow the prompts to select your resume and/or other supporting documents to be included with your application package. Your resume cannot exceed two pages. See the Required Documents section above for more information.
You will have the opportunity to upload additional documents to include in your application before it is submitted. Your uploaded documents may take several hours to clear the virus scan process, and it is your responsibility to ensure that they do so successfully.
After acknowledging you have reviewed your application package, complete the Include Personal Information section as you deem appropriate and click to continue with the application process.
You will be taken to the online application and questionnaire which you must complete in order to apply for the position. Complete the online application, verify the required documentation is included with your application package, and submit the application.
Read the Eligibility questions carefully. Your responses will affect your consideration for the position. You may qualify for more than one eligibility, so please choose carefully. You will only be considered under the options you have selected. If you respond that you do not meet any of the eligibility questions, you will not be considered for this position.
This announcement uses an OPM USA Hire Assessment to evaluate candidates. Please read this section carefully. Failure to complete the USA Hire assessment will remove you from consideration.
If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice.
Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials.
Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended.
Set aside at least 3 hours to take the assessment; however, most applicants complete the assessment in less time. If you need to stop the assessment and continue at a later time, you can re-use your unique assessment link.
Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused.
Failure to submit a complete application package will result in an ineligible rating and loss of consideration.
Do not email or send hard copy resumes/applications to the Contact Information or Agency Information listed in this vacancy announcement. All resumes/applications received at the addresses listed in the Contact Information or Agency Information will be destroyed and will not be considered for this vacancy announcement.
It is the applicant's responsibility to verify that all information in their resume and documents are legible and accurate. HR will not modify answers/documents submitted by an applicant.
WHS Executive Services Directorate
Human Resources Directorate
4800 Mark Center Drive
Alexandria, VA 22350
US
Next steps
Once your online application is submitted you will receive a confirmation notification by email. Your application will be evaluated by the Human Resources Office to determine your eligibility for the position. After the evaluation is complete, you will receive another notification regarding the status of your application. If you are determined to be ineligible or not qualified, your application will receive no further consideration.
A tentative offer of employment will be rescinded if the selectee fails to meet the pre-employment requirements:
including failure to report to any of the scheduled appointments.
HR will initiate the drug test no later than 2 business days after the Tentative Job Offer is accepted. The selectee must sign a "Drug Test Statement of Understanding."
A negative drug test result must be received by HR no later than 30 calendar days after the EOD. Failure to pass the test or provide results in time may lead to the job offer being withdrawn or removal from Federal service.
Washington Headquarters Services uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, visit: http://www.dhs.gov/E-Verify
