This position is part of the Defense Threat Reduction Agency.

Duties

As an EXECUTIVE SUPPORT SPECIALIST at the GS-0301-13 some of your typical work assignments may include: Incumbent performs a variety of administrative and technical support, relieving the Executive Staff of detailed planning relating to a wide variety of complex management projects, issues, and initiatives. Incumbent interfaces with individuals at all echelons of the organization, to include both higher and lower levels of command. Incumbent coordinates projects and tasking on behalf of the Executive Staff, ensuring priority actions and those of particular interest are properly staffed and executed throughout the organization. Incumbent is relied upon to initiate and direct courses of action for timely accomplishment of objectives and to initiate staff work. Provides advice, policy interpretation, functional recommendations, and assistance to the Chief of Staff in support of all functional areas. Ensures the availability of necessary reference materials for guidance in matters to be discussed, such as: directives, policy decisions, reports, technical and legislative material, and other backup materials, as required, to facilitate decision making. Provides expert advice and assistance in the control and administration of operations and the establishment and application of management criteria to achieve mission objectives. Responsible for short and long-term planning of the organization's services and related business requirements. The incumbent identifies problems areas and recommends actions to improve operations, correct deficiencies, and prevent recurrence of problems. Analyzes operations to determine compliance with established guidelines, operational procedures, internal controls, and progress in meeting program goals and objectives. Assists in the development of program management policies and guidelines as necessary. Utilizes the Agency automated tools to aggressively track the flow of documents and executive commitments, to gather statistical data, and to share pertinent information with Agency officials. Sets standards and functions as the focal point for preparation and distribution of print and electronic information throughout DTRA. Responsible for managing the operational schedule of the Executive Staff, and exercises control over appointments with authority for commitment of time. Forecasts potential requirements, de-conflicts problems, and plans and projects time for historically recurring requirements. Researches and coordinates with staff elements in order to depict executive level travel, major events, activities, and speeches. Works closely with other higher echelon elements in scheduling and coordinating all visits, meetings, and itineraries. Independently manages travel requirements, both international and domestic, via the Defense Travel System, initiates requests and monitors orders, passports and visas, and manages the coordination of travel vouchers upon the completion of travel. Prepares travel itineraries, makes reservations, notifies Protocol Office, prepares trip books, and submits necessary security clearance information. Declines appointments and activities in conflict with other engagements and as necessary, arranges for a substitute to represent the Executive Staff. Schedules pre-briefs and answers specific questions pertaining to events and activities involving the Executive Staff. Incumbent develops position papers, conducts analyses, initiates internal policies, and provides program recommendations to support assignments allocated. Provides policy interpretation and functional recommendations on diverse management issues, programs, and systems. Coordinates assignments with appropriate organizational elements and solicits data/input from managers as well as appropriate customer representatives. Performs a variety of administrative tasks to include reviewing and editing briefings, issue papers, correspondence and speaker notes with limited to no supervision. Prepares and reviews correspondence for senior executives and uses an electronic action/tracking correspondence system to track and follow up on all internal office actions. Prepares and reviews time and attendance records for the executives and direct reports. Ensures office efficiency and implements process improvements. Serves as a trusted agent and ensures personnel matters are protected from unofficial use or disclosure. Attends meetings as required.

Requirements

• Must be a U.S. citizen
• Males born after 12-31-59 must be registered for Selective Service
• Resume and supporting documents (See How To Apply)
• Suitable for Federal employment, determined by a background investigation
• May be required to successfully complete a probationary period
• Work Schedule: Full Time
• Overtime: 10%
• Tour of Duty: Set Schedule
• Recruitment Incentives: Authorized - Leave Accrual and SLRP; See link for more information: https://www.dtra.mil/Business/DTRA-Opportunities/
• Fair Labor Standards Act (FLSA): Exempt
• Financial Disclosure: Not Required
• Telework Eligibility: This position is telework eligible on a situational basis
• Must be to obtain and maintain a TOP SECRET/SCI security clearance
• Must consent to and pass pre-employment drug testing and be subject to periodic random drug testing thereafter
• Overtime/compensatory time may be required to accommodate operational needs of the organization
• Travel in the performance of temporary assignments may be required up to 10% of duty time

Qualifications

You may qualify at the GS-13, if you fulfill the following qualifications: One year of specialized experience equivalent to the GS-12 grade level in the Federal service: Experience in serving as an Executive Assistant to a senior level executive in an agency. Applicant must have experience performing in multiple functional administrative areas such as arranging travel, creating/reviewing memorandums and other documents, answering telephones, managing multiple calendars/schedules, properly handling classified material, interacting with agency personnel, using agency automated tools and systems, and complying with all facets of Agency policies and procedures. Applicant must be able to provide expert advice, recommendations, and assistance in all functional administrative areas which will have an impact Agency wide. 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.

Education

Substitution of education may not be used in lieu of specialized experience for this grade level.

Contacts

• Address Defense Threat Reduction Agency 8725 JOHN J KINGMAN ROAD MSC 6201 FT BELVOIR, VA 22060-6201 US
• Name: DTRA Servicing Team
• Phone: 614-692-0259
• Email: [email protected]