Executive Secretary

Summary

This position is part of the Defense Human Resources Activity, Defense Human Resources Activity. The incumbent serves as Executive Secretary to the Director, Defense Support Services Center (DSSC). DSSC is an operational component of the Defense Human Resources Activity (DHRA), a Field Activity of the Under Secretary of Defense for Personnel and Readiness (USD-P&R).

Duties

As a Executive Secretary at the GS-0301-13 some of your typical work assignments may include: Serves as the principal scheduler and gatekeeper for the DSSC Director, maintaining the short- and long-range operational calendars, resolving scheduling conflicts, and prioritizing appointments and briefings to optimize executive time. Manages and streamlines the day-to-day administrative operations of the DSSC Front Office under the general direction of the Chief of Staff, ensuring compliance with standard operating procedures and driving continuous process improvements. Manages, tasks, and tracks incoming and outgoing local and higher headquarters suspense actions; monitors deadlines in a fast-paced environment and proactively follows up with action officers to ensure timely, high-quality completion. Conducts meticulous pre-signature reviews of high-level staffing packages, reports, policies, and sensitive correspondence to ensure absolute accuracy, proper staffing, correct security markings, and strict conformance with established guidelines and quality standards. Coordinates and interfaces with individuals at all echelons across the Department of War (DoW), higher headquarters, and external stakeholder agencies to communicate the Director's views, coordinate travel/itineraries, and resolve administrative challenges. Research, integrates, and prepares background information, briefs, and preparatory materials for the Director prior to meetings, visits, and official activities, ensuring the executive leadership is fully prepared for all engagements.

Qualifications

You may qualify at the GS , if you fulfill the following qualifications: A. One year of specialized experience equivalent to the GS-12 grade level in the Federal service as listed below: Experience managing, planning, and maintaining the highly complex operational calendar and schedule of a senior executive or director, with the demonstrated ability to independently resolve scheduling conflicts, prioritize engagements, and coordinate multi-agency itineraries under tight timelines. Experience performing final, pre-signature substantive review of complex staffing packages, executive correspondence, reports, and administrative policies to ensure technical accuracy, procedural compliance, and strict attention to detail prior to executive signature. Experience managing, tracking, and coordinating a high volume of local and headquarters-level administrative suspense actions and taskings, with a proven ability to deliver fast turnaround times and manage short suspense while liaising across multiple organizational levels. 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). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Evaluations

We will review your resume and supporting documents, to ensure you meet the basic qualification requirements. We will evaluate each applicant who meets the basic qualifications on the information provided and evaluate your relevant work experiences as it relates to fundamental competencies, identified below, required for this position. Traditional rating and ranking of applications does not apply to this vacancy. Your application (resume and supporting documentation) will be evaluated to determine if you meet the minimum qualifications required as listed on the announcement under qualification requirements. Veterans Preference: If you are entitled to veterans preference, you should indicate the type of veterans' preference you are claiming on your resume. Your veterans' preference entitlement will be verified by the employing agency. For information on entitlement see http://www.fedshirevets.gov/job/vetpref/index.aspx Military Spouse Preference: If you are entitled to military spouse preference, in order to receive this preference you must choose the spousal eligibility in your application package referencing MSP Military Spouse Preference. Your preference entitlement will be verified by the employing agency. If you are claiming military spouse preference and qualified for the position, your name will be placed below preference eligible veteran candidates and above non-preference candidates on a list sent to the hiring manager for employment consideration. To claim Military Spouse Preference (MSP) please complete the Military Spouse PPP Self-Certification Checklist, save the document and attach it to your application package. Interagency Career Transition Assistance Program (ICTAP): This program applies to employees who have been involuntarily separated from a Federal service position within the competitive service or Federal service employees whose positions have been deemed surplus or no longer needed. To receive selection priority for this position, you must: 1) meet ICTAP eligibility criteria AND 2) be rated well-qualified for the position AND 3) submit the appropriate documentation to support your ICTAP eligibility. Well-qualified means you possess the type and quality of experience that exceeds the position's minimum qualifications. See the Required Documents section of this announcement for more information. Appointment of Military Spouses (5 CFR 315.612) (NonComp Mil Sp): To receive this preference, you must choose to apply using the " Appointment of Military Spouses (5 CFR 315.612) (NonComp Mil Sp)" eligibility. If you are claiming Military Spouse eligibility and are determined to be Well Qualified (score of 85 or above) for the position, you will be referred to the hiring manager. Information and required documentation for claiming Military Spouse eligibility may be found at the General Applicant Information and Definitions link below.

How to apply To apply for this position, you must complete the online application and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (EST) on the closing date to receive consideration. To begin, click Apply Online to access an online application. Follow the prompts to select your USAJOBS resume and/or other supporting documents. You will need to be logged into your USAJOBS account or you may need to create a new account. You will be taken to an online application. Complete the online application, verify the required documentation, and submit the application. NOTE: Resumes up to a total of two pages will be accepted. Resumes exceeding two pages will be removed from consideration. You will receive an email notification when your application has been received for the announcement. To verify the status of your application, log into your USAJOBS account, https://www.usajobs.gov, select the Application Status link and then select the More Information link for this position. The Application Status page will display the status of your application, the documentation received and processed, and your responses submitted to the online application. Your uploaded documents may take several hours to clear the virus scan process. To preview the questionnaire, please go to https://apply.usastaffing.gov/ViewQuestionnaire/13110688 Please review the General Application Information and Definitions at: https://www.dla.mil/Portals/104/Documents/Careers/downloads/DoDGenAppInfo%2012-1-2020.pdf?ver=ECNbdsHtGilTd3OENN4A0Q%3d%3d As required by 5 C.F.R. § 302.106., DLA will provide Section 508 conformant ICT to employees with disabilities. All ICT interfaces with the public related to vacancy announcements and career transition opportunities must conform to the applicable requirements in the current ICT Standards and Guidelines (36 C.F.R. § 1194).

Other information RE-EMPLOYED ANNUITANT: This position DOES NOT meet criteria for re-employed annuitant. The DoD criteria for hiring Re-employed Annuitants can be found at: https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/140025/140025_vol300.PDF?ver=LQ7feWw-8-5DI2tceUpmgA%3d%3d All applicants must meet qualifications and eligibility criteria by the closing date of the announcement. Interagency Career Transition Assistance Programs: This program applies to employees who have been involuntarily separated from a Federal service position within the competitive service or Federal service employees whose positions have been deemed surplus or no longer needed. To receive selection priority for this position, you must: 1) meet ICTAP eligibility criteria; 2) be rated well-qualified for the position; Well qualified is defined as possessing the type and quality of experience that exceeds the positions minimum qualifications. and 3) submit the appropriate documentation to support your ICTAP eligibility. For more information: https://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/ Males born after 12-31-59 must be registered or exempt from Selective Service (see Who Needs to Register | Selective Service System : Selective Service System (sss.gov))