Job opening: Executive Assistant
Salary: $112 015 - 145 617 per year
Published at: Jul 11 2023
Employment Type: Full-time
The Office of Public Affairs directs and coordinates all public and employee communications activities within the Department of Labor (DOL). OPA serves as the first point of contact for news media inquiries, clearance, and dissemination point for all DOL public-facing materials, and the development and maintenance of the Department's web-based, audiovisual, and contact center communications.
As an Executive Assistant, duties will include but are not limited to the following:
Provides direct assistance to the executives and handles special projects and sensitive or confidential assignments with quick turnaround requirements. Researches, analyzes, prepares draft documents, schedules meetings, arranges venues, prepare travel authorizations, vouchers, and other administrative and personnel forms and requests.
Exercises control over the executive's calendar and schedule, with complete authority for commitments of time. Reminding them of scheduling commitments, helping ensure meetings begin and end on time, ensuring backup research is conducted and made available, greeting visitors, and arranging transportation and clearance into other federal agencies including the White House for external meetings and events. Makes logistical arrangements for meetings and conferences, including notification of participants, dissemination of briefing materials, and gathering and summarizing background information when needed.
Screens calls and visitors, answers most questions, and completes most nontechnical matters involving established policy or administrative procedures without referring callers to the executive.
Performs complex special projects for the executives that require initiative, tact, and resourcefulness.
Receives goods and services, ensuring accuracy and condition. Reconciles any discrepancies with vendor personnel. Reconciles original receipts or packing slips with the monthly financial statement and resolves any discrepancies.
Provides personnel and administrative staff assistance to the OPA staff, OPA executives, and Schedule C appointees and performs special projects requiring a thorough understanding of administrative rules, regulations, procedures, guidelines, and policies.
Reviews and analyzes a variety of reports, publications, and other incoming correspondence prepared both by DOL entities and from outside the DOL for the executives to ensure they are accurately briefed on all urgent and important matters related to the functions of the Office of the Assistant Secretary.
Manages OPA Freedom of Information Act (FOIA) processes. Serves as an agency expert in the tracking, clearance, and final distribution of FOIA inquiries. Trains others as necessary in use of DOL FOIA Xpress system.
Serves as the initial review for incoming requests to the executive, answering most independently and only referring the most complex and sensitive to the executive or other senior officials. They handle all sensitive and confidential matters or issues such as Congressional inquiries, complaints, etc. in a timely and professional manner following current and established guidelines and practices.
Conducts fact-finding studies, interviews, record reviews, and other similar projects. Applies analytical and evaluative techniques to clarify and identify solutions to assigned issues and keep abreast of
pertinent laws, regulations, and policies affecting studies and projects. Advises agency executives, providing recommendations based on the results of these analyses.
Arranges and manages official meetings with high-level executives within and outside OPA, staff meetings, official commitments, and invitations, out-of-town travel, and itineraries for the executives and accompanying staff. Using their judgment and knowledge of priorities and timing, the incumbent researches and assembles briefing materials to be used in meetings and conferences.
- Must be a U.S. Citizen.
- Must be at least 16 years old.
- Candidate required to obtain the necessary security/investigation level.
- Requires a probationary period if the requirement has not been met.
Who May Apply: Applicants who meet one of the employment authority categories below are eligible to apply for this job. You will be asked to identify which category or categories you meet, and to provide documents which prove you meet the category or categories you selected.
Career Transition Assistance PlanCurrent Department of Labor Career/Career Conditional Employees with Competitive statusCurrent Department of Labor Career/Career Conditional Employees with Non-Competitive status
All applicants are required to submit a resume with your application. To receive full consideration for relevant and specialized experience, please list month/year to month/year or month/year to present and the number of hours worked per week for each period of employment/experience listed in your resume. Your responses to the questionnaire must be supported/demonstrated in your resume. In describing your experience, please be clear and specific. We will not make assumptions regarding your experience.
Helpful resources for creating a federal resume - USAJobs Help Center and USAJobs Resume Writing. To qualify for this position, applicants must meet the experience requirements described below.
Specialized Experience is the experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform the duties of the position successfully, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level.
To qualify for the GS-13: Applicants must have 52 weeks of specialized experience equivalent to at least the next lower grade level, GS-12. Qualifying specialized experience for the GS-13 includes:
Assisting with administrative functions such as troubleshooting office support issues, scheduling meetings and conferences, controlling correspondence, and appointment calendars for senior executives
Researching and interpreting information needed to prepare reports and responding to requests for information.
Coordinating and making travel arrangements to include scheduling, itinerary details, reservations, preparation of travel vouchers.
Time-in-Grade Requirements: Applicants must meet time-in-grade (52 weeks at the GS-12 grade level or equivalent in the Federal service), time-after-competitive appointment (90 days, if applicable), and qualifications requirements within 30 days of the closing date of this announcement 07/17/2023, to be eligible for consideration.
There is no substitution of education for specialized experience at this grade level.
- Address Office of Public Affairs
200 Constitution Avenue NW
Washington, DC 20210
- Name: Bobbie Vinup
- Phone: 212-337-2356
- Email: [email protected]