ADMINISTRATIVE SPECIALIST

Some of the major duties you will perform include but are not limited to the following: Provides administrative support to senior executives and other high-level officials including; the Assistant Secretary (AS-PMB), Principal Deputy Assistant Secretary (PDAS), Deputy Assistant Secretaries (DASes), the Director, Deputy Director and Team Leads of the Business and Administrative Services Division (BASD).

The incumbent is responsible for performing a wide variety of program, administrative, purchasing, budgetary reallocations, scheduling and support functions. This position reports to the Director of the Business and Administrative Services Division (BASD) and takes instruction from the Deputy Director on daily operations.

Provides support for the Regulations and Correspondence Team Lead's daily, and on occasion the incumbent may be asked to provide support services for the AS-PMB front office.

Reviews correspondence and action documents for the signature and/or surname of senior leadership, office directors, the AS-PMB front office and offices supported by the BASD, ensuring that correspondence packages are complete and all pertinent backup documentation is attached or enclosed.

Screens official incoming correspondence and FOIA requests have been routed through the PMB/BASD Correspondence Control Unit (CCU) and entered into the DTS system.

Collects data for FOIA requests and coordinates the responsive documents with the correspondence unit and the Office of the Executive Secretariat (OES) on behalf of senior officials within AS-PMB.

Finalizes memoranda, reports, spreadsheets, and mandatory paperwork for senior leadership, ensuring all correspondence is grammatically correct, and reference materials are attached to the responsive document.

Maintains knowledge and application of the regulations and policies related to official travel expenditures for senior staff members, reviews and processes vouchers, authorizations and other associated requirements. Makes necessary travel arrangements for high-level executives and other staff.

Plans agendas; makes plane and hotel reservations and notifies officials to be visited. Arranges for any conference facilities, supplies, or equipment needed for meetings. Upon the executive's return, briefs him/her on important developments, writes follow-up notes, and prepares travel vouchers and reports.

Gathers information related to a wide variety of program issues, new initiatives, assembles and analyzes this data as it relates to the needs of the office. Additionally, the incumbent coordinates projects done by others, gathers and creates briefing materials for the executives from materials provided by others.

The incumbent scans/reviews high-priority documents and uses refined judgment to determine whether the executive's time and attention is required.

Routinely provides status reports, spreadsheets and service updates to management, supported offices, Team Leads, and customers independently, and ensures all services provided are complete from inception to closure.

Supports the Team Lead for Federal Regulations, Agendas, Printing and Publications, and the Team Lead for Correspondence and FOIA with daily assignments and operations.

Qualifications: All qualifications must be met by the closing date of this announcement - 08/26/2026-unless otherwise stated in this vacancy announcement. Competitive candidates must also meet Time-in-Grade requirements as defined in 5 CFR 300, Subpart F.

For current Federal employees, if hours worked per week are not included on your resume, you must submit a non-award SF-50 as part of your application to be used to validate your work schedule and determine the amount of specialized experience that you will be granted.

An award SF-50 will not be acceptable documentation for which to consider your amount of qualifying experience. For periods of time that reflect military service, the DD-214 or Statement of Service is sufficient to meet the work schedule requirement as the service dates will be reflected.

For all other applicants who are not current federal employees, your resume must state either "full-time" (or "40 hours a week") or "part-time" with the number of hours worked per week to ensure proper crediting of specialized experience.

To qualify for this position at the GS-11 grade level: Experience: To qualify, you must possess at least one full year of specialized experience equivalent to at least the GS-09 grade level in the Federal service, or comparable experience not gained through Federal service.

Specialized experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled.

Specialized experience is defined as demonstrated experience: 1) Interpreting and effectively communicating administrative policies, regulations, or procedures to individuals; 2) Composing complex material for a specialized audience or broad distribution; 3) Planning and organizing concurrent meetings; AND 4) Planning and performing administrative activities for an office.

Must Meet All -OR- Education: Possess 3 full years of progressively higher-level graduate education or Ph.D. or equivalent doctoral degree, or LL.M, if related. -OR- Combination of Education and Specialized Experience: Possess a combination of graduate level education beyond the first 2 years of progressive graduate study and appropriate experience that together meets 100% of the qualification requirements for this position.

You must include hours per week and transcripts. Volunteer Experience: 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.