Secretary (Office Automation)

US Mine Safety and Health Administration


Date: Nov 25, 2022
City: Dallas, TX
Salary: $43,547 - $62,903 / year
Contract type: Full time
US Mine Safety and Health Administration

Duties



Duties listed are performed at the Full Performance Level, GS-07. The GS-06 is developmental in nature and will prepare the incumbent for the full performance level.


As the primary assistant to the Assistant District Manager (ADM), the incumbent performs the following duties:



  • Represent the Assistant District Manager at conferences, seminars or meetings with MSHA on matters or subjects within the purview of the position or that have been specifically assigned.

  • As personal assistant, receives and screens all visitors and telephone calls.

  • Reviews documents and correspondence prepared by other assistants for signature of, or requiring coordination with, the Assistant District Manager for conformance with regulations, grammar, format, and special policies of the agency.

  • Reviews incoming publications, regulations, and directives which may affect the District due to their subject matter. Incumbent determines those that can be acted upon personally and takes necessary action. Determines those of importance or interest to the Assistant District Manager and refers them to him/her or a subordinate member of his staff for review and comment.

  • Receives and reviews incoming correspondence, maintains control records, and gathers needed relevant material as necessary.

  • In the absence of the Assistant District Manager, assumes responsibility for ensuring that requests for action or information are made known to subordinate staff who can satisfy the inquiry/request.

  • Provides assistance to the Assistant District Manager on sensitive and confidential information.

  • Conveys priorities, messages, instructions, information and requests and follows up as necessary.

  • As personal assistant, exercises exclusive control over the calendar and schedules appointments and conferences; makes arrangements for travel, arranging schedules of visits, making reservations, assembles and organizes material for speaking engagements.

  • Serves as primary point of contact in one or more of the following activities: FOIA responses, preparation of district activity reports, tracking of Mine Plan Approvals, Legal Identifications of Mine databases, and/or the development of SOPS and databases for using in performing and tracking these and other data activities.

  • Performs special research projects for the Assistant District manager which may occasionally involve policy or operational matters.

  • Screens and obtains information from various sources, analyzes and evaluated the information gathered and presents the findings in a clear and concise manner. Based on employee’s own knowledge of policy and procedures, makes recommendations to the Assistant District Manager based on the findings.

  • Coordinates and tracks the status of ongoing tasks and projects.





Requirements


Conditions of Employment



  • Must be at least 16 years old and a U.S. Citizen.

  • Appointment to this position may require a background investigation.

  • Requires a probationary period if the requirement has not been met.

  • Candidate required to obtain the necessary security/investigation level.



Applicants must meet all legal and regulatory requirements. Reference the "Required Documents" section for additional requirements.


Notification Concerning COVID-19 Vaccinations. As required by Executive Order 14043, Federal executive branch employees are required to be fully vaccinated against COVID-19 regardless of the employee's duty location or work arrangement (e.g., telework, remote work, etc.), subject to such exceptions as required by law. If selected, you will be required to be vaccinated against COVID-19 and to submit documentation of proof of vaccination or to be in the process of requesting an exception to the vaccination requirement before appointment or onboarding with the agency. The agency will provide additional information regarding which forms of documentation can be accepted and how you can request to be considered for a legally required exception from this requirement.


Currently, implementation and enforcement of Executive Order 14043 has been suspended pursuant to an injunction pending further litigation.


You must have a typing proficiency of 40 words per minute based on a 5 minute sample with three or fewer errors. You must have a certificate of proficiency from an organization authorized to issue such certificates or self-certify your proficiency.




Qualifications



GS-06: Applicants must have 52 weeks of specialized experience equivalent to at least the next lower grade level, GS-05, in the Federal service. Specialized Experience is experience that has 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. This experience may have been gained either in the Federal or private sectors. Specialized experience is defined as meeting at least 3 of the following:



  • Coordinate, monitor, and perform basic clerical and administrative functions for a work unit.

  • Prepare correspondence, memorandums, and other documents utilizing word processing and other automated systems with the correct grammar, punctuation, format, and style.

  • Initiate and coordinate travel arrangements.

  • Assemble information for various reports, briefings, and conferences.


There is no education substitution.


GS-07: Applicants must have 52 weeks of specialized experience equivalent to at least the next lower grade level, GS-06, in the Federal service. Specialized Experience is experience that has 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. This experience may have been gained either in the Federal or private sectors. Specialized experience is defined as meeting at least 4 of the following:



  • Coordinate, monitor, and perform clerical and administrative functions for a work unit.

  • Prepare correspondence, memorandums, and other documents utilizing word processing and other automated systems with the correct grammar, punctuation, format, and style.

  • Provide administrative guidance on office procedures.

  • Initiate and coordinate travel arrangements.

  • Locate and assemble information for various reports, briefings, and conferences.


There is no education substitution.


Proficiency Requirement: In addition to meeting the specialized experience requirements, applicants must possess a typing proficiency of 40 words per minute.





Education


This job does not have an education qualification requirement.




Additional information




Position Telework eligibility is determined by management based on position duties during the recruitment process. Employee participation in telework on a routine or situational basis is determined by management primarily based on business needs. Employees participating in telework are subject to the terms and conditions of the Department of Labor’s Telework Program.


Persons who are deaf, hard of hearing, blind, or have speech disabilities, please dial 711 to access telecommunications relay services.


The mission of the Department of Labor (DOL) is to protect the welfare of workers and job seekers, improve working conditions, expand high quality employment opportunities, and assure work-related benefits and rights for all workers. As such, the Department is committed to fostering a workplace and workforce that promote equal employment opportunity, reflect the diversity of the people we seek to serve, and model a culture of respect, equity, inclusion, and accessibility where every employee feels heard, supported, and empowered.


All MSHA employees and their spouses, and minor children are prohibited by regulation from having any interest, direct or indirect, in any mine or mining company that may be directly affected by the work of MSHA through its investigations, technical research, or other activities. These interests are prohibited under the Department of Labor's Supplemental Standards of Ethical Conduct Regulations at 5 CFR 5201.105. Certain MSHA employees are required to file a financial disclosure report. For questions, please contact the vacancy contact on this announcement.


Refer to these links for more information: GENERAL INFORMATION, REASONABLE ACCOMMODATION, ADDITIONAL DOCUMENTATION, FORMER FEDERAL EMPLOYEES


Persons who are deaf, hard of hearing, blind, or have speech disabilities, please dial 711 to access telecommunications relay services.


DOL seeks to attract and retain a high-performing and diverse workforce in which employees' differences are respected and valued to better meet the varying needs of the diverse customers we serve. DOL fosters a diverse and inclusive work environment that promotes collaboration, flexibility, and fairness so that all individuals are able to participate and contribute to their full potential.


Refer to these links for more information: GENERAL INFORMATION, ADDITIONAL DOCUMENTATION, FORMER FEDERAL EMPLOYEES


Department of Labor may use certain incentives and hiring flexibilities, currently offered by the Federal government to attract highly qualified candidates. Additional information is available at https://www.opm.gov/policy-data-oversight/pay-leave/pay-and-leave-flexibilities-for-recruitment-and-retention/.









  • 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.



If you meet the minimum qualifications, you will be evaluated against the evaluation factors below and will be placed into a category based on your vacancy question responses.


Categories


Category A - Meets the basic qualification requirements for the vacancy and has successful experience in the same or similar job that has demonstrated superior proficiency in applying critical competencies required by this position to work of increased levels of difficulty and complexity.


Category B - Meets the basic qualification requirements for the vacancy and demonstrates satisfactory proficiency in the critical competencies required by this position.


Category C - Meets the specialized experience described in the minimum qualifications requirements section of this announcement and demonstrates proficiency in the basic competencies.


Evaluation Factors (Competencies) - All qualified applicants will be evaluated on the following key competencies:


Oral Communication: Expresses information (for example, ideas or facts) to individuals or
groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral presentations; listens to others, attends to nonverbal cues, and responds appropriately.


Written Communication: Writes in a clear, concise, organized, and convincing manner for the intended audience.


Self-Management: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.


Customer Service: Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public,
individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.


Planning and Evaluating: Organizes work, sets priorities, and determines resource
requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes.


INFORMATION FOR ICTAP/CTAP ELIGIBLE(S) ONLY: If you are eligible for special priority selection under ICTAP/CTAP, you must be well-qualified for the position to receive consideration. ICTAP/CTAP eligible(s) who are placed into Category B or higher will be considered "well-qualified." Be sure to review DOL Account Eligibility Questions #24 to reflect that you are applying as an ICTAP or CTAP eligible and submit supporting documentation. Click Application of Veterans Preference for Category Rating Jobs for more information.






You may
preview questions
for this vacancy.





  • 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.



    The following documents must be submitted by 11:59 p.m. (ET) on the vacancy closing date. You are not required to submit a document if it does not apply to you. Warning: If you submit a document using the same document title, the 2nd submission will OVERWRITE the 1st submission. Also, do not upload password-protected documents.



    - Resumes are required - provide a resume either by creating one in USAJOBS or uploading one from your profile. To receive full consideration for relevant and specialized experience, please list the month, year, and the number of work hours worked for the experience listed on your resume. We also suggest that you preview the vacancy questions, and confirm that your resume supports your question responses


    The information you provide on your resume may be verified by a review of your work experience, employment start/end dates/hours worked and/or education, by checking references and through other means (ex. interview).
    The examining Office of Human Resources (OHR) makes the final determination concerning applicant ratings. Your resume MUST provide sufficient information to substantiate your responses to the vacancy questions. If not, the OHR may amend your responses to more accurately reflect the level of competency indicated by the content of your resume. Your evaluation may also include a review by a Human Resources Specialist or panel and may include other assessments (ex. interview, panel review, written test, writing sample, etc.)


    • Veterans Documents (if applicable): To be considered as a 5-point preference eligible, you must submit a copy of your Certificate of Release or Discharge From Active Duty, DD214. Your DD-214 must show the type of discharge and dates of active duty. To claim 10-point preference, you must submit a copy of your DD214; an Application for 10-point Veteran's Preference, SF15; and the proof of entitlement of this preference which is normally an official statement, dated 1991 or later, from the Department of Veterans Affairs certifying to the present existence of the service-connected disability and indicating the percentage of your disability. (For active duty service members expecting honorable or general discharge or release within 120 days, click Active Duty). Without this documentation, you will not receive veteran's preference. For more information, go to https://www.fedshirevets.gov.



    • Displaced Employee Placement Documents – Only required if requesting priority consideration under CTAP or ICTAP eligibility.



    • Cover Letters are not mandatory and will not be used to verify experience, but may be submitted. Applicants selected for employment who are not current DOL employees will be required to provide proof of citizenship, and the E-Verify system will be used to confirm the employment eligibility of all new hires.






  • How to Apply




    To apply for this position, you must complete the initial online application, to include submission of the required documentation specified in the Required Documents section.

    Follow the steps below to apply. Your application and ALL required supplemental documents MUST be received by 11:59 pm Eastern Time (ET) on the vacancy closing date to receive consideration. Paper applications and supplemental documents submitted in any other manner without prior approval from the vacancy contact will not be considered. Click here for information on Reasonable Accommodations.

    SAVE your information before the 30 MINUTE TIMEOUT! For help, go to https://www.usajobs.gov/Help/how-to/.

    STEP 1 - Create USAJOBS Account on www.usajobs.gov, including Resume and Saved Documents
    Your resume must provide sufficient information to substantiate your responses in the self-assessment vacancy questions. If not, HR may amend your responses to more accurately reflect the competency indicated by resume content. FOR EACH EMPLOYMENT PERIOD, include: start/end month & year and note full-time or part-time (if part-time, include # of hours worked per week); otherwise, your application may be considered incomplete.




    STEP 2 - Complete the 1st part of the application process (USAJOBS)
    Once you have identified a job on www.usajobs.gov that you wish to apply for, click on the title and click the Apply button . For questions about the vacancy, contact the Agency Contact at the bottom of the announcement. Click “Start Application” and proceed through 5 steps noted at the top of the USAJOBS page. You will be able to select a resume and documents from your USAJOBS Account that you can submit as a package as part of your DOL application. At Step 5, click “Continue to Agency Site”.


    STEP 3 – Complete the 2nd part of the application process (DOL)
    On the Department of Labor (DOL) page, create a DOL Account if you have not already and click “APPLY TO THIS VACANCY”. Continue through the 7 progress steps indicated by circles at the top of the DOL page. The 3rd progress step is where you answer the vacancy specific questions. The 4th progress step "Documents" is where you submit required documents (only if applicable to you) specified in the "Required Documents" section of this vacancy. If you submit a document using the same document title, the 2nd submission will OVERWRITE the 1st submission.


    STEP 4 – On the “Review and Submit” step, click “Submit Application”
    The last “Confirmation” step will turn green noting that your application was submitted successfully.

    STEP 5 - Edit Application as needed by 11:59 pm ET of Closing Date by returning to USAJOBS, clicking the vacancy, then “Update Application”.





    Agency contact information


    Felecia Zahner




    Phone

    214-651-6908


    TDD

    711


    Email

    [email protected]




    Address



    Labor, Mine Safety and Health Administration


    OHR- Dallas Service Center


    Dallas, Texas 22202


    United States




    Next steps




    Once your complete application is received, we will conduct an evaluation of your qualifications and refer candidates for selection consideration. Candidates will be referred to the hiring manager for further consideration and possible interview. You will be notified of the outcome. A selection is expected to be made within 30 calendar days from the issuance date of the certificate.

    For instructions on how to check the status of your application, go to Step 7 on: Using DOORS and USAJOBS Help Guide. To sign up for Application Status Updates via email: Click Here for instructions.





  • Fair and Transparent



    The Federal hiring process is set up to be fair and transparent. Please read the following guidance.



    • Equal Employment Opportunity (EEO) Policy

    • Reasonable accommodation policy

    • Financial suitability

    • Selective Service

    • New employee probationary period

    • Signature and false statements

    • Privacy Act

    • Social security number request






Required Documents




The following documents must be submitted by 11:59 p.m. (ET) on the vacancy closing date. You are not required to submit a document if it does not apply to you. Warning: If you submit a document using the same document title, the 2nd submission will OVERWRITE the 1st submission. Also, do not upload password-protected documents.



- Resumes are required - provide a resume either by creating one in USAJOBS or uploading one from your profile. To receive full consideration for relevant and specialized experience, please list the month, year, and the number of work hours worked for the experience listed on your resume. We also suggest that you preview the vacancy questions, and confirm that your resume supports your question responses


The information you provide on your resume may be verified by a review of your work experience, employment start/end dates/hours worked and/or education, by checking references and through other means (ex. interview).
The examining Office of Human Resources (OHR) makes the final determination concerning applicant ratings. Your resume MUST provide sufficient information to substantiate your responses to the vacancy questions. If not, the OHR may amend your responses to more accurately reflect the level of competency indicated by the content of your resume. Your evaluation may also include a review by a Human Resources Specialist or panel and may include other assessments (ex. interview, panel review, written test, writing sample, etc.)


  • Veterans Documents (if applicable): To be considered as a 5-point preference eligible, you must submit a copy of your Certificate of Release or Discharge From Active Duty, DD214. Your DD-214 must show the type of discharge and dates of active duty. To claim 10-point preference, you must submit a copy of your DD214; an Application for 10-point Veteran's Preference, SF15; and the proof of entitlement of this preference which is normally an official statement, dated 1991 or later, from the Department of Veterans Affairs certifying to the present existence of the service-connected disability and indicating the percentage of your disability. (For active duty service members expecting honorable or general discharge or release within 120 days, click Active Duty). Without this documentation, you will not receive veteran's preference. For more information, go to https://www.fedshirevets.gov.



  • Displaced Employee Placement Documents – Only required if requesting priority consideration under CTAP or ICTAP eligibility.



  • Cover Letters are not mandatory and will not be used to verify experience, but may be submitted. Applicants selected for employment who are not current DOL employees will be required to provide proof of citizenship, and the E-Verify system will be used to confirm the employment eligibility of all new hires.









Help

This job is open to






  • Career transition (CTAP, ICTAP, RPL)


    Federal employees who meet the definition of a "surplus" or "displaced" employee.






  • The public


    U.S. Citizens, Nationals or those who owe allegiance to the U.S.





Clarification from the agency


Open to U.S. citizens and CTAP/ICTAP eligibles in the local commuting area. Also advertised as job #MS-23-DAL-MSHA-112 for status applicants; VEOA eligibles; Military Spouses; Land and Base Management eligibles; OPM Interchange Agreement eligibles. To be considered for each vacancy, apply to BOTH jobs.

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