Administrative Specialist

Summary

Serves as an Administrative Specialist for the Executive Office of the Commissioner (XOC) of the United States Section, International Boundary and Water Commission (USIBWC) providing confidential and time-sensitive services to the Commissioner and Executive Staff members, and managing the full scope of XOC administrative operations ensuring efficient and effective administrative services to policy-level officials.

This job is open to

• Career transition (CTAP, ICTAP, RPL)
  
  Federal employees who meet the definition of a "surplus" or "displaced" employee.
• Federal employees - Competitive service
  
  Current or former competitive service federal employees.
• Individuals with disabilities
• Land & base management
  
  Certain current or former term or temporary federal employees of a land or base management agency.
• Military spouses
• Peace Corps & AmeriCorps Vista
• Special authorities
  
  Individuals eligible under a special authority not listed above, but defined in the federal hiring regulations.
• Veterans

Clarification from the agency

Career transition (CTAP, ICTAP, RPL), Federal employees - Competitive service, Individuals with disabilities, Military spouses, Peace Corps & AmeriCorps Vista, Special authorities, Veterans.

Duties

• Maintains the Commissioner's and Executive Staff's electronic calendars and schedules commitments.
• Makes travel and related arrangements for the Commissioner and Executive Staff.
• Receives and distributes incoming mail and assembles outgoing correspondence for completion.
• Serves as an XOC Meeting Planner, coordinating all aspects of meetings and briefings.
• Evaluates administrative services to recommend improving operations in the XOC.
• Controls and enters purchase requests into an automated system.
• Coordinates with contractors, vendors, and service providers.
• Reconciles budgetary information to monthly allocations received from the Budget Division.

Requirements

Conditions of Employment

• You must be a U.S. Citizen or Naturalized U.S. Citizen.
• You must meet one or more criteria in the Area of Consideration section.
• You may be required to serve a one-year probationary period.
• You must obtain and maintain a favorable background Investigation.
• You must maintain Direct Deposit of your federal pay.
• You must complete and submit the required U.S. Office of Government Ethics Confidential Financial Disclosure Report within 30 days of your appointment, and annually thereafter.
• You must be able to lift and carry items weighing up to 15 pounds, such as paper and file folders; and occasional periods of bending, stooping, and reaching.
• Males born after 12-31-1959, must provide proof of registration or exemption from the Selective Service (see www.sss.gov).
• You must complete and successfully pass the DHS required E-Verify employment verification check.
• You must successfully complete a pre-employment drug test, and you will be subject to random or special drug testing thereafter.
• You must obtain and maintain a Secret Clearance.
• You must possess the ability to converse in Spanish sufficient to communicate with representatives of the Mexican government regarding protocols and meetings.
• You may be required to work overtime.
• You may be required to travel, with overnight stay, for official business up to 20% of the time.
• You will be required to receive initial Ethics Training within thirty (30) days of your appointment.
• You may be required to enter Mexico to carry out official agency business.

Qualifications

Qualifications must be met by 09/24/2024

Minimum Qualification Requirement: In order to qualify, you must meet the experience requirements described below. 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. Your resume must clearly describe your relevant experience.

In addition to the minimum qualification requirement, you must also have one or more years of Specialized Experience:

For GG-09: You must have one or more years of specialized experience, equivalent to at least the GS/GG-07 grade level or equivalent pay band in other pay systems in the Federal government or equivalent experience in the private or public sector, which provides you with the knowledge, skills, and abilities to perform the duties of this position.

For GG-11: You must have one or more years of specialized experience, equivalent to at least the GS/GG-09 grade level or equivalent pay band in other pay systems in the Federal government or equivalent experience in the private or public sector, which provides you with the knowledge, skills, and abilities to perform the duties of this position.

Examples of Specialized Experience: applying organizational and functional knowledge to perform a variety of high-level support assignments; applying knowledge of regulations and processes of federal human, financial, and physical resources management to identify office efficiencies; applying advanced knowledge of English grammar, spelling, punctuation, capitalization, and composition to compose various communications; knowledge of federal government purchase card policies, procedures, and regulations; skill in entering automated requisitions and purchase orders into a database system; operating email or similar systems to maintain an electronic calendar for office staff; composing and preparing travel arrangements; and speaking conversational Spanish sufficient to communicate with the Mexican government pertaining to agency mission (or regarding protocols and meetings).

Special Factor(s). The following factor(s) are agency unique to use in its evaluation. A Selective Placement Factor (SPF) is a specific qualification an applicant must possess to successfully perform in a position. A Quality Ranking Factor (QRF) is a specific qualification an applicant may possess that would enhance performance in a position.

This position has an SPF that applicants must possess to successfully perform in the position.

SPF: Possess the ability to converse in Spanish sufficient to communicate with officials of the Mexican government regarding topics pertaining to the agency mission (or regarding protocols and meetings).

For more information on these qualification standards, please visit the United States Office of Personnel Management's website: http://www.opm.gov/qualifications

Your resume must have complete information: Please ensure your resume accurately reflects the duties and responsibilities under each position you have held with each employer. In describing your experience, please be clear and specific. It is your responsibility to make sure your resume states complete information for each job entry (beginning and ending dates of employment stated as MM/YYYY; and total hours worked per week). If your resume does not provide enough information regarding your work history for us to make a creditable qualification determination, your application package will be rendered disqualified and you will no longer be considered for this position.

Part-Time or Unpaid Experience: Credit will be given for appropriate unpaid work on the same basis as for paid experience. Part-time experience will be credited on the basis of time actually spent in appropriate activities. To receive credit for such experience you must indicate clearly the nature of the duties and responsibilities in each position held and the number of hours per week spent in such employment.

Education

Some federal jobs allow you to substitute your education for the required experience in order to qualify. For this job, you must meet the qualification requirement using experience alone - no substitution of education for experience is permitted

Additional information

• If you are a veteran with preference eligibility and you are claiming veterans' preference, you must submit a copy of your DD-214 Certificate of Release or Discharge from Active Duty (member-4 copy preferred) or other proof of eligibility that shows the dates you were on active duty and your character of service (honorable, general, etc.). If you are claiming Disabled Veterans' preference you must also submit documentation of disability (i.e. VA Disability Verification Letter) and the SF-15, "Application for 10-Point Veterans' Preference." For more information on veterans' preference see http://www.fedshirevets.gov/
• The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be rated in well-qualified by scoring 85 or higher on the assessment for this vacancy. Additional information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at https://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/
• The hiring agency may use this announcement to fill similar positions that become vacant in the near future.

• Benefits
  
  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.
  
  Review our 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.

Once the announcement has closed, a qualifications review will be conducted. Resumes and supporting documents will be reviewed to verify eligibility and determine qualifications. Please follow all instructions carefully. Errors or omissions may affect your eligibility.

Your rating will be based on the responses to the assessment questionnaire and the information provided in your resume. If a determination is made that you have inflated your qualifications and or experience, your rating may be adjusted to more accurately reflect your abilities. This could cause you to lose consideration for this position.

Your qualifications will be evaluated on the following knowledge, skills, abilities or competencies:

• Executive Support Duties
• Mangement Support Duties

• Benefits
  
  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.
  
  Review our 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.
• Required Documents
  
  As 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.
  
  All applicants are required to submit the following documents:
  
  • Resume: Your resume MUST provide a detailed description for each job entry, beginning and ending dates of employment stated as MM/YYYY; and total hours worked per week. If your resume does not provide enough information regarding your work history for us to make a creditable qualification determination, your application package will be rendered disqualified, and you will no longer be considered for this position.
  • Completed on-line occupational questionnaire.
  • Merit Promotion: Current or former federal civilian employeesMUST submit an SF-50, Notification of Personnel Action, indicating the job title, series, grade, position occupied, and tenure to verify eligibility for merit promotion appointment. If you fail to submit a copy of your SF-50, your application will be rendered disqualified, and you will no longer be considered for this position.
  • Time in Grade Restriction: Current or former federal civilian employees MUST submit an SF-50, Notification of Personnel Action(s), indicating the job title, series, grade, position occupied, and tenure that demonstrates a minimum of 52 weeks at the next lower grade level in the federal GG/GS pay system or equivalent pay band in the Federal service. If you fail to submit a copy of your SF-50, your application will be rendered disqualified, and you will no longer be considered for this position.
  • Veterans applying under the Veterans Employment Opportunity Act (VEOA): You must submit a copy of your DD-214 that states the nature of discharge (member 4 copy preferred). To be eligible, a veteran must be honorably separated, and have substantially completed 3 or more years of active service, or be a preference eligible.
  
  Career Transition Assistance Plan (CTAP) / Interagency Career Transition Plan (ICTAP) (if applicable): In addition to your Resume and complete Occupational Questionnaire you MUST submit:
  
  
  • 1) proof that you are a displaced federal employee, e.g., Reduction in Force (RIF) letter, Separation Notice, etc.; and
  • 2) an SF-50, Notification of Personnel Action, indicating the title, series, grade, position occupied, tenure, and duty location; and
  • 3) your most recent employee performance evaluation
  
  All Applicants Claiming Veterans' Preference should include the following documents as part of the application package:
  
  
  • All Veterans: DD-214 (Member 4 copy is preferred), which includes character of service, or for Active-Duty Service Members a certification which includes service dates, type of separation, and character of service. A "certification" is a written document from the armed forces that certifies the service member is expected to be discharged or released from active-duty service in the armed forces under honorable conditions not later than 120 days after the date the certification is submitted.
  • Disabled Veterans: VA Disability Letter (with percentage of disability) OR document of disability determination from a branch of the armed forces which reflects a compensable service-connected disability rating and completed SF-15.
  • Derived Preference: The spouse, widow/widower, or mother of a veteran may be eligible to claim veterans' preference when the veteran is unable to use it. To do so, you must submit an SF-15 www.opm.gov/forms/pdf_fill/sf15.pdf and the documentation required by that form Veterans' Preference: For more information and/or to determine if you are eligible for Veterans' Preference, please visit www.fedshirevets.gov/job/vetpref/index.aspx (for veterans) or www.fedshirevets.gov/job/familypref/index.aspx (for family members). Below is a website for veterans to gain access to their DD-214 online: www.archives.gov/veterans/military-service-records/ and the documentation required by that form.
  
  
  
  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 from
  schools 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 Apply
  
  To apply for this position, you must complete the Occupational Questionnaire and submit the documentation specified in the Required Documents section below.
  
  The complete application package must be submitted by 11:59 PM (ET) on 09/24/2024 to receive consideration.
  
  • To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.
  • Click the Submit My Answers button to submit your application package.
  • It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
  • To verify your application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.
  • To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.https://apply.usastaffing.gov/ViewQuestionnaire/12538002
  
  
  Agency contact information
  
  USIBWC HRO
  
  Email
  
  HRO-Recruitment_Classification@ibwc.gov
  
  Address
  
  United States Section, International Boundary and Water Commission
  
  4191 N. Mesa Street
  
  El Paso, TX 79902
  
  US
  
  Next steps
  
  Once the online questionnaire is received, you will receive an acknowledgement email that your submission was successful. Based upon your score, you may be referred to the hiring official. If your name is referred to the hiring official, you may be contacted directly by that office for a possible interview.
  
  You will receive status notifications through Application Manager or via email within 4-6 weeks.
• Fair and Transparent
  
  The 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 Documents

All applicants are required to submit the following documents:

• Resume: Your resume MUST provide a detailed description for each job entry, beginning and ending dates of employment stated as MM/YYYY; and total hours worked per week. If your resume does not provide enough information regarding your work history for us to make a creditable qualification determination, your application package will be rendered disqualified, and you will no longer be considered for this position.
• Completed on-line occupational questionnaire.
• Merit Promotion: Current or former federal civilian employeesMUST submit an SF-50, Notification of Personnel Action, indicating the job title, series, grade, position occupied, and tenure to verify eligibility for merit promotion appointment. If you fail to submit a copy of your SF-50, your application will be rendered disqualified, and you will no longer be considered for this position.
• Time in Grade Restriction: Current or former federal civilian employees MUST submit an SF-50, Notification of Personnel Action(s), indicating the job title, series, grade, position occupied, and tenure that demonstrates a minimum of 52 weeks at the next lower grade level in the federal GG/GS pay system or equivalent pay band in the Federal service. If you fail to submit a copy of your SF-50, your application will be rendered disqualified, and you will no longer be considered for this position.
• Veterans applying under the Veterans Employment Opportunity Act (VEOA): You must submit a copy of your DD-214 that states the nature of discharge (member 4 copy preferred). To be eligible, a veteran must be honorably separated, and have substantially completed 3 or more years of active service, or be a preference eligible.

Career Transition Assistance Plan (CTAP) / Interagency Career Transition Plan (ICTAP) (if applicable): In addition to your Resume and complete Occupational Questionnaire you MUST submit:

• 1) proof that you are a displaced federal employee, e.g., Reduction in Force (RIF) letter, Separation Notice, etc.; and
• 2) an SF-50, Notification of Personnel Action, indicating the title, series, grade, position occupied, tenure, and duty location; and
• 3) your most recent employee performance evaluation

All Applicants Claiming Veterans' Preference should include the following documents as part of the application package:

• All Veterans: DD-214 (Member 4 copy is preferred), which includes character of service, or for Active-Duty Service Members a certification which includes service dates, type of separation, and character of service. A "certification" is a written document from the armed forces that certifies the service member is expected to be discharged or released from active-duty service in the armed forces under honorable conditions not later than 120 days after the date the certification is submitted.
• Disabled Veterans: VA Disability Letter (with percentage of disability) OR document of disability determination from a branch of the armed forces which reflects a compensable service-connected disability rating and completed SF-15.
• Derived Preference: The spouse, widow/widower, or mother of a veteran may be eligible to claim veterans' preference when the veteran is unable to use it. To do so, you must submit an SF-15 www.opm.gov/forms/pdf_fill/sf15.pdf and the documentation required by that form Veterans' Preference: For more information and/or to determine if you are eligible for Veterans' Preference, please visit www.fedshirevets.gov/job/vetpref/index.aspx (for veterans) or www.fedshirevets.gov/job/familypref/index.aspx (for family members). Below is a website for veterans to gain access to their DD-214 online: www.archives.gov/veterans/military-service-records/ and the documentation required by that form.

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 from
schools 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 Apply

To apply for this position, you must complete the Occupational Questionnaire and submit the documentation specified in the Required Documents section below.

The complete application package must be submitted by 11:59 PM (ET) on 09/24/2024 to receive consideration.

• To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.
• Click the Submit My Answers button to submit your application package.
• It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
• To verify your application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.
• To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.https://apply.usastaffing.gov/ViewQuestionnaire/12538002

Agency contact information

USIBWC HRO

Email

HRO-Recruitment_Classification@ibwc.gov

Address

United States Section, International Boundary and Water Commission

4191 N. Mesa Street

El Paso, TX 79902

US

Next steps

Once the online questionnaire is received, you will receive an acknowledgement email that your submission was successful. Based upon your score, you may be referred to the hiring official. If your name is referred to the hiring official, you may be contacted directly by that office for a possible interview.

You will receive status notifications through Application Manager or via email within 4-6 weeks.

Fair & Transparent

The 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