Administrative Specialist OA - Department of Energy - Agency Wide : Job Details

SummaryThis position is part of the Office of Fossil Energy and Carbon Management - National Energy Technology Laboratory, Department of Energy. As an Administrative Specialist OA, you will provide administrative and management support to all supervisory, managerial, and technical staff within the assigned organization and to coordinate associated management activities.This job is open to

• The publicU.S. Citizens, Nationals or those who owe allegiance to the U.S.
• Military spouses

Clarification from the agencyU.S. citizens or U.S. Nationals; Military Spouses; no prior Federal experience is required.VideosDutiesThis is a developmental position with promotion potential to the Administrative Specialist, GS-0301-09. At the lower grade level, the selectee will perform developmental assignments under closer supervision than required at the full performance level of a GS-09. Assignments become progressively more difficult until the next performance level is reached. At the full performance (GS-09) duties include:As an Administrative Specialist OA, you will:

• Manage unforeseen administrative problems.
• Gather data and create documents for organizational activities like letters, memo, reports, and administrative forms.
• Handle travel arrangements and input orders/vouchers into travel software accurately.
• Initiate, prepare, and communicate instructions regarding administrative procedure.
• Independently merge and edit the calendar events for staff.
• Coordinate procurement request for goods and services.
• Protect sensitive information concerning organization activities and employees, ensuring confidentiality to prevent inadvertent disclosure.
• Keep time and attendance records.

Requirements Conditions of Employment

• You must be a U.S. Citizen or National.
• This employer participates in the e-Verify program.
• If you are a male applicant born after December 31, 1959, you must certify that you have registered with the Selective Service System or are exempt from having to do so under the Selective Service Law. See www.sss.gov.
• If selected, your appointment may be subject to a suitability or fitness determination, as determined by a completed background investigation.
• If selected, you may be required to complete a one year probationary period.
• Position is included in a Bargaining Agreement.
• Occasional travel may be required.
• Required to submit a Financial Disclosure Statement, OGE-450, Executive Branch Personnel Confidential Financial Disclosure Report upon entering the position.
• All employees at NETL are eligible to telework as long as established criteria is met.However, telework is not an employee right and is subject to supervisory approval.

QualificationsGS-07 SPECIALIZED EXPERIENCE REQUIREMENT: A qualified candidate's online application and resume must demonstrate at least one year of specialized experience equivalent to the next lower grade level, GS-05 in the Federal service. Specialized experience for this position is defined as meeting ALL of the following:

• Assisting in administrative support activities including scheduling, travel coordination, tracking purchases, and preparing documents.
• Communicating and implementing administrative processes in accordance with policies and procedures.
• Tracking administrative information in computer programs or databases.

OREDUCATION: 1 full year of graduate level education or superior academic achievement.ORCOMBINATION OF EXPERIENCE AND EDUCATION: A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%. To compute the percentage of the requirements, divide your total months of experience by 12. Then divide the total number of completed graduate semester hours (or equivalent) beyond the first year (total graduate semester hours minus 18) by 18. Add the two percentages. (NOTE: You must attach a legible copy of your transcripts.)GS-09 SPECIALIZED EXPERIENCE REQUIREMENT: A qualified candidate's online application and resume must demonstrate at least one year of specialized experience equivalent to the next lower grade level, GS-07 in the Federal service. Specialized experience for this position is defined as meeting ALL of the following:

• Performing administrative support services for a business or program office including scheduling, coordinating travel, participating in purchasing activities, and preparing documents or correspondence.
• Recommending improvements to, providing guidance on, and implementing administrative guidelines, processes, and procedures.
• Tracking and analyzing administrative data using automated computer programs and databases

ORMaster's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D if related.ORCOMBINATION OF EXPERIENCE AND EDUCATION: A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%. To compute the percentage of the requirements, divide your total months of experience by 12. Then divide the total number of completed graduate semester hours (or equivalent) beyond the first year (total graduate semester hours minus 18) by 18. Add the two percentages. (NOTE: You must attach a legible copy of your transcripts.)The OPM Group Qualification Standard for this position is: OPM Qualification Standard Experience refers to paid and unpaid experience. Examples of qualifying unpaid experience may include: volunteer work done through National Service programs (such as Peace Corps and AmeriCorps); as well as work for other community-based philanthropic and social organizations. 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.CTAP/ICTAP candidates: To be considered well qualified you must (1) meet all of the requirements as described in this section; and 2) be rated well-qualified , which is defined as scoring in the in Well Qualified category (or higher).You must meet all qualifications and eligibility requirements by the closing date of this announcement.EducationIf substituting education for specialized experience you must submit proof of your qualifying education. Failure to provide college transcripts may result in a rating of 'Ineligible'. Education must be obtained from an accredited institution recognized by the U.S. Department of Education. Foreign education must be reviewed by an organization recognized by the U.S. Department of Education. For special instructions pertaining to foreign education and a list of organizations that can evaluate foreign education, see the Department of Education website.Additional information

• The U.S. Department of Energy fosters a diverse and inclusive workplace and is an Equal Opportunity Employer.
• This job opportunity announcement may be used to fill additional similar vacancies across DOE.
• For general information on government-wide Telework polices visit: www.telework.gov
• Hiring incentives may be authorized in accordance with agency policy and if funding is available.
• EEO Policy:
• Reasonable Accommodation Policy:
• Veterans Information:
• Selective Service Registration:
• The Fair Chance Act prohibits specific inquiries concerning an applicant's criminal or credit background unless the hiring agency has made aconditional offer of employment to the applicant. An applicant may submit a complaint to the agency within 30 calendar days of the date of alleged noncompliance by completing the Fair Chance Act Intake Form and submitting it to the Administrative Investigations Program at [email protected].

• BenefitsA 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.Review our benefitsEligibility 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 EvaluatedYou will be evaluated for this job based on how well you meet the qualifications above.Once the application process is complete, your resume and supporting documentation will be used to determine whether you meet the job qualifications. If you are minimally qualified for this job, your responses to the self-assessment questions (True/False, Yes/ No, Multiple Choice questions) will be evaluated and you will be placed into one of three pre-defined quality categories under Category Rating procedures. These categories are Best Qualified , Well Qualified , and Qualified. If you rate yourself higher than is supported by your application materials, your responses may be adjusted and/or you may be excluded from consideration for this job.Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics):

• Administration and Management
• Customer Service (Clerical/Technical)
• Oral Communication
• Organizational Awareness

Application of Veterans' Preference: If you are a preference eligible candidate, you will be listed at the top of whichever quality category your rating places you in. CP/CPS veterans are placed at the top of the highest category for all positions except professional and scientific positions at GS-9 and higher.Non-Competitive Hiring Authority for Military Spouses: If you are a military spouse eligible under this authority, and you meet the minimum qualification requirements for the position, you will be referred to the selecting official for consideration on a separate list specific to only military spouses.Career Transition Assistance Programs: To receive selection priority for this position, you must: 1) meet the eligibility criteria; and 2) be rated well-qualified , which is defined as scoring in the in Well Qualified category (or higher).Shared Certificates: The Department of Energy shares lists of applicants among its internal Departmental Elements and organizations. You may be referred for consideration to other DOE Hiring Managers throughout the Department for more than one position based on this application. By applying to this announcement, you understand your application materials may be shared with multiple Hiring Mangers throughout DOE. If additional positions are filled from this announcement conditions of employment may differ. You will be notified if you are referred for additional positions.You must meet all qualifications and eligibility requirements by the closing date (11/14/2024) of this announcement.To preview the Assessment Questionnaire, click

• BenefitsA 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.Review our benefitsEligibility 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.
• Required DocumentsAs a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.To apply for this position, you MUST provide a complete application package which includes:
  • Your RESUME showing all relevant work experience (paid and unpaid) including: duties performed; full name and address of the each employer; start and end dates (month/day/year); work schedule (part-time, full-time, number of hours if intermittent); salary; and any completed education and training (program title, subject area, number of hours completed, and completion date).
  • Cover Letter, optional, expressing additional information not covered in your resume.
  • Transcripts, if specific educational requirements are indicated in this job announcement. Unofficial transcripts or any report listing institution, course title, credits earned (semester or quarter hour) and final grade is acceptable. It is your responsibility to provide adequate proof that you meet the educational requirements.
  • Veterans' Preference documentation,if applicable, DD-214 Member Copy 4 showing type of discharge/character of service; current active duty members- certification of expected discharge or release from active duty under honorable conditions dated within 120 days; SF-15 Form and related documentation; VA letter. For more information visit the USAJOBS Help Center & OPM CHCOC website for VOW information.
  • Career Transition Assistance Program/Interagency Career Transition Assistance Program documentation, if applicable(e.g., Certification of Expected Separation, Reduction-In-Force Separation Notice, or Notice of Proposed Removal; SF-50 that documents the RIF separation action; and most recent performance appraisal.) For more information see the OPM Guide to Career Transition.
  • Military Spouse, if applicable, Permanent Change of Station (PCS) orders authorizing you to accompany the Military member to the new duty permanent station; OR verification of the member's 100% disability (VA Letter); and/or verification of the member's death while on active duty (DD-1300 and Death Certificate) AND verification of the marriage to the service member (i.e., a marriage license or other legal documentation verifying marriage). For more information visit the USAJOBS Help Center.
  Incomplete application package. It is your responsibility to ensure all required documents have been submitted. Do not provide photos or list a Social Security Number or date of birth on any attachment.If you are relying on your education to meet qualification requirements:Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees fromschools accredited by accrediting institutions recognized by the U.S. Department of Education.Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
• How to ApplyPlease read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include submission of the required documentation specified in the Required Documents section. A complete application package must be submitted by 11:59 PM (EST) on the announcement closing date to receive consideration.The application process is as follows:
• Click the Apply Online button.
• Answer the questions presented in the application and attach all required and supporting documentation.
• Click the Submit Application button prior to 11:59 PM (ET) on 11/14/2024.
To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed.To verify the status of your application, during and after the announcement open period, log into your USAJOBS account; applications will appear on the Welcome screen. The Application Status will appear along with the date your application was last updated. For information on what each application status means, visit: If you need help with login.gov or USAJOBS (e.g., account access, Resume Builder) visit the USAJOBS Help Center: If you experience difficulty applying on USAJOBS, after clicking the Apply Online button, or you are experiencing a significant hardship hindering your ability to apply online, the Agency Contact listed in the announcement can assist you during normal business hours. If you receive any system error messages, take screenshots if possible, to aid technical support.Agency contact informationGiana CliggettPhone240-###-####[email protected] of Fossil Energy and Carbon Management - National Energy Technology LaboratoryDepartment of EnergyHuman Capital Shared Service Center 1000 Independence Ave, SW Washington, DC 20585USNext stepsOnce you submit your online application, you will receive a confirmation notification by email that your submission was successful. After the closing of the announcement, we will review applications. If you are among the most qualified candidates and your name is referred to the hiring official, you may be contacted directly for a possible interview. We will notify you of the status of your Application Package at the time candidates are referred for consideration, and when the selection process is complete.If you are interested in being added to our Schedule A or 30% or more Disabled Veterans repository, please submit your information by using the below links. 30 Percent or More Disabled Veteran Repository 2024 for Department of Energy - Schedule A Repository 2024 for Department of Energy
• Fair and TransparentThe Federal hiring process is set up to be fair and transparent. Please read the following guidance.
  • Criminal history inquiries
  • Equal Employment Opportunity (EEO) Policy
  • Financial suitability
  • New employee probationary period
  • Privacy Act
  • Reasonable accommodation policy
  • Selective Service
  • Signature and false statements
  • Social security number request

Required DocumentsTo apply for this position, you MUST provide a complete application package which includes:

• Your RESUME showing all relevant work experience (paid and unpaid) including: duties performed; full name and address of the each employer; start and end dates (month/day/year); work schedule (part-time, full-time, number of hours if intermittent); salary; and any completed education and training (program title, subject area, number of hours completed, and completion date).
• Cover Letter, optional, expressing additional information not covered in your resume.
• Transcripts, if specific educational requirements are indicated in this job announcement. Unofficial transcripts or any report listing institution, course title, credits earned (semester or quarter hour) and final grade is acceptable. It is your responsibility to provide adequate proof that you meet the educational requirements.
• Veterans' Preference documentation,if applicable, DD-214 Member Copy 4 showing type of discharge/character of service; current active duty members- certification of expected discharge or release from active duty under honorable conditions dated within 120 days; SF-15 Form and related documentation; VA letter. For more information visit the USAJOBS Help Center & OPM CHCOC website for VOW information.
• Career Transition Assistance Program/Interagency Career Transition Assistance Program documentation, if applicable(e.g., Certification of Expected Separation, Reduction-In-Force Separation Notice, or Notice of Proposed Removal; SF-50 that documents the RIF separation action; and most recent performance appraisal.) For more information see the OPM Guide to Career Transition.
• Military Spouse, if applicable, Permanent Change of Station (PCS) orders authorizing you to accompany the Military member to the new duty permanent station; OR verification of the member's 100% disability (VA Letter); and/or verification of the member's death while on active duty (DD-1300 and Death Certificate) AND verification of the marriage to the service member (i.e., a marriage license or other legal documentation verifying marriage). For more information visit the USAJOBS Help Center.

Incomplete application package. It is your responsibility to ensure all required documents have been submitted. Do not provide photos or list a Social Security Number or date of birth on any attachment.If you are relying on your education to meet qualification requirements:Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees fromschools accredited by accrediting institutions recognized by the U.S. Department of Education.Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.How to ApplyPlease read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include submission of the required documentation specified in the Required Documents section. A complete application package must be submitted by 11:59 PM (EST) on the announcement closing date to receive consideration.The application process is as follows:

Click the Apply Online button.

Answer the questions presented in the application and attach all required and supporting documentation.

Click the Submit Application button prior to 11:59 PM (ET) on 11/14/2024.

To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed.To verify the status of your application, during and after the announcement open period, log into your USAJOBS account; applications will appear on the Welcome screen. The Application Status will appear along with the date your application was last updated. For information on what each application status means, visit: If you need help with login.gov or USAJOBS (e.g., account access, Resume Builder) visit the USAJOBS Help Center: If you experience difficulty applying on USAJOBS, after clicking the Apply Online button, or you are experiencing a significant hardship hindering your ability to apply online, the Agency Contact listed in the announcement can assist you during normal business hours. If you receive any system error messages, take screenshots if possible, to aid technical support.Agency contact informationGiana CliggettPhone240-###-####[email protected] of Fossil Energy and Carbon Management - National Energy Technology LaboratoryDepartment of EnergyHuman Capital Shared Service Center 1000 Independence Ave, SW Washington, DC 20585USNext stepsOnce you submit your online application, you will receive a confirmation notification by email that your submission was successful. After the closing of the announcement, we will review applications. If you are among the most qualified candidates and your name is referred to the hiring official, you may be contacted directly for a possible interview. We will notify you of the status of your Application Package at the time candidates are referred for consideration, and when the selection process is complete.If you are interested in being added to our Schedule A or 30% or more Disabled Veterans repository, please submit your information by using the below links. 30 Percent or More Disabled Veteran Repository 2024 for Department of Energy - Schedule A Repository 2024 for Department of EnergyFair & TransparentThe Federal hiring process is set up to be fair and transparent. Please read the following guidance.

• Criminal history inquiries
• Equal Employment Opportunity (EEO) Policy
• Financial suitability
• New employee probationary period
• Privacy Act
• Reasonable accommodation policy
• Selective Service
• Signature and false statements
• Social security number request