Job opening: Management Support Specialist
Salary: $57 672 - 152 775 per year
Published at: Aug 11 2023
Employment Type: Full-time
This position is located within the National Nuclear Security Administration (NNSA), Office of the General Counsel (GC) in Washington, DC. The individual selected for this position will serve as a Management Support Specialist responsible for legal services and advice on a wide variety of complex issues to all NNSA.
As a Management Support Specialist, you will:
Perform as a liaison or handle communication with persons and/or groups within and outside the NA-GC organization to include Department of Energy, National Nuclear Security Administration, and NNSA Site Offices throughout the country.
Serve as an initial contact, screening calls and visitors from both within and outside the organization by ascertaining the level of importance and urgency of the contact, and may speak for the principals, or offer assistance in obtaining an official response or decision.
Assure the smooth flow of administrative legal support and administrative processes. Responsible for monitoring fluctuating workloads and making adjustments to ensure work is accomplished and follows up on commitments.
File legal materials; maintaining the centralized office files; serve as the Records Custodian Coordinator.
Assure the smooth flow of legal support administrative processes and, as necessary, reviews administrative functions and/or policies. Assures NA-GC follows established administrative guides and procedures.
Serve as the primary Time and Attendance timekeeper for NA-GC; prepare in final form, all types of documentation and forms; prepare reports or other materials; draft emails, compiles reports and receive and processes all incoming correspondence; and logs correspondence into the automated tracking system.
Skill in communicating and interacting with a variety of personnel at various organizational levels to include external agencies.
Make decisions or recommendations to promote efficiency in administrative processes.
Independently plan, prioritize and organize work to facilitate efficiency and effectiveness of the office.
Assure that sensitive and confidential executive matters, as well as other matters requiring management's personal attention, are handled expeditiously and with the highest degree of confidentiality.
SPECIALIZED EXPERIENCE REQUIREMENTS
(Refer to below Guidance for the Grade for which you are applying: NQ-02 and/or NQ-03)
Specialized Experience for the NQ-02 level
A qualified candidate's online application must demonstrate at least one year of specialized experience equivalent to the next lower NNSA Demonstration Project pay band or GS grade level in the Federal service, i.e., NQ-01 or GS-07/GS-08. Specialized experience for this position is defined as:
Experience performing and facilitating assigned management support tasks.
Experience performing a variety of administrative/management support functions within an office.
Experience with business writing and usage of grammar for professional communications.
Serve as a liaison with internal and external contacts.
Examples of Specialized Experience for the NQ-02 level include:
Performs management support tasks, files legal materials.
Maintains/updates meeting schedules for the office and management officials, keeps time and attendance.
Prepares all types of written communications/materials, documentations, and forms.
Serves as first contact, screening calls and visitors from both within and outside the organization by ascertaining the level of importance and urgency of the contact.
Communicates orally and in writing with internal and external contacts on behalf of the office.
You may substitute the successful completion of master's or equivalent graduate degree in a related field that provided the knowledge, skills and abilities necessary to perform the duties of this position, i.e., Business Administration / Business Management -OR- 2-full years of progressively higher-level graduate education leading to such a degree in a related field that provided the knowledge, skills, and abilities necessary to perform the duties of this position, i.e., Business Administration / Business Management.
A combination of successfully completed education and specialized experience as described in the vacancy announcement. This is computed by determining the total qualifying specialized experience as a percentage of the experience required for the grade level; then determining the education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify. Only graduate education in excess of one full year may be used to qualify.
A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
Specialized Experience for the NQ-03 level
A qualified candidate's online application and resume must demonstrate at least one year of specialized experience equivalent to the next lower NNSA Demonstration Project pay band or GS grade level in the Federal service, i.e., NQ-02 or GS-12. Specialized experience for this position is defined as:
Experience interacting and communicating both orally and in writing to present issues and recommended solutions.
Experience assisting in the development and implementation of administrative controls, administrative procedures, and processes for an office.
Experience with the functions and use of automated material, equipment, and services to assure proper documentation, accuracy of work and efficient organization/operation/completion of tasks.
Experience in conducting a variety of analytical and administrative/management support functions, identifying and analyzing issues, and developing recommendations to resolve procedural and management support problems of a policy or operational nature.
Examples of Specialized Experience for the NQ-03 level include:
Identifies and analyzes issues and develops recommendations to resolve procedural and management support problems.
Prepares written and oral presentations, presents issues and recommends solutions to management officials.
Assists in the development and implementation of administrative/management controls, procedures, and processes for the office.
Assures the smooth flow of legal support administrative processes and, as necessary, reviews administrative functions and/or policies.
Employs the use of automated material, equipment, and services to document, organize, and review the accuracy and completion of management work/tasks.
"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 meet all of the requirements as described in this section. If you are eligible for career transition assistance plans such as ICTAP or CTAP, you must meet the definition of "well qualified" which is defined as having a score of 85 or better.
You must meet all qualifications and eligibility requirements within 30 days of the closing date of this announcement.
To qualify based on education - a master's or equivalent degree or 2 full years of progressively higher-level graduate education leading to such a degree, or an equivalent combination of graduate education and experience can be qualifying.
For this position/series and grade
, there are no education requirements to qualify for the NQ-03 grade and above (or for the GS-12 level or above).
Education must be obtained from an accredited institution recognized by the U.S. Department of Education. Applicants who have completed part or all of their education outside of the U.S. must have their foreign education evaluated by an accredited organization to ensure that the foreign education is comparable to education received in accredited educational institutions in the U.S. A written evaluation of any foreign education must be provided with your application in response to this vacancy announcement or be received by the closing date of this announcement. Failure to provide this evaluation will result in you being found unqualified for the position.
For special instructions pertaining to foreign education, see the Department of Education website, and for a list of organizations that can evaluate foreign education, visit The National Association of Credential Evaluation Services.
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.
- Address NNSA - Office of General Counsel
24600 20th St SE
Kirtland AFB, NM 87117-5507
- Name: Aminata Barry
- Email: [email protected]