Secretary (Office Automation) job vacancy in US Mine Safety and Health Administration – Jobs in West Virginia

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Job Details
Company Name : US Mine Safety and Health Administration
Company Location : Pineville, WV
Job Position : Secretary (Office Automation)
Job Category : Jobs in West Virginia

Job Description :

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:

  • Coordinates and tracks the status of ongoing tasks and projects by contact with ADM and subordinate supervisors. Incumbent conveys priorities, messages, instructions, information, and requests to subordinate supervisors regarding activities requested by the ADM and follows up as necessary, reporting actions taken to the ADM.
  • In the absence of the ADM, in cases that would normally receive the Manager’s personal attention, assumes responsibility for ensuring that requests for action or information are made known to subordinate staff who can satisfy the inquiry/request. Monitors work in progress for required actions and informs the ADM of their status. Incumbent ascertains that all projects are completed timely.
  • Reviews incoming publications, regulations, and directives which may affect the Division due to their subject matter. Determines those of importance or interest to the ADM and refers them to a subordinate member of their staff for review and comment. When clarification of instructions from initiating office of appropriate points of contact is necessary, obtains such clarification on own initiative and briefs Manager of any changes in policy or processes. Determines the that affect subordinate of the Division, and on own initiative, assures that subordinate supervisors and informed.
  • Performs special research projects for the ADM which may occasionally involve policy or operational matters. Screens and obtains information from various sources, analyzes and evaluates 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 ADM based on the findings.
  • Provides assistance to the supervisor on sensitive and confidential information. Periodically handles personnel actions, puts in final format employee performance appraisals and standards. Assists the supervisor with researching questions that arise involving Human Resources.
  • Assembles and organizes material for the ADM’s use during speaking engagements with MSHA and staff members, stakeholders, union representatives, etc.
  • Receives and screens all visitors and telephone calls to the ADM. Refers important business and high-ranking visitors to the ADM; when this is not practical, takes messages for their attention or makes later appointments for the visitors.
  • Exercises exclusive control over the ADM’s calendar and schedules appointments and conferences upon own initiative based upon personal knowledge of the Manager’s workload and current issues of importance. Incumbent reminds Manager of appointments, briefs them on matters to be considered before the scheduled meeting, and reschedules appointments when it becomes apparent that the Manager will not be able to meet previous schedules. Incumbent uses Microsoft Outlook Calendar to provide the most efficient method of tracking the District Manager’s schedule.
  • Receives and reviews incoming correspondence, maintains control records, and gathers needed relevant material as necessary. Based on personal knowledge of policies and procedures, personally prepares responses for the ADM’s signature. Anticipates need for information and systematically prepares material so that it is immediately available for the Manager’s needs.
  • Reviews documents and correspondence prepared by other Manager’s assistants for signature of or requiring coordination with the ADM for conformance with regulations, grammar, formal, and special policies of the agency. Employee has complete responsibility for assuring that all such documents are correct in these respects. Return communications to originator for corrections when not in conformance with known policies, or correspondence regulations have not been complied with. Gives advice and instructions to subordinate offices through discussion with author or assistant, to obtain higher degree of compliance with general agency policies and correspondence regulations.
  • Makes arrangements for travel, arranging schedules of visits, making reservations, notifying organizations and officials to be visited of planned itinerary, and submitting travel vouchers and reports upon completion of travel.
  • Serves as primary point of contact in one or more of the following activities: FOIA responses; preparation of district activity reports; Alternate Case Resolution information; tracking of Mine Plan Approvals; Legal Identifications of Mines databases; reporting of Contested Violations cases; development and the use of a variety of information reports using the Mine Safety Information System; and/or the development of SOPs and databases for use in performing and tracking these and other district activities.

Requirements

Conditions of Employment

  • Candidate required to obtain the necessary security/investigation level.
  • Appointment to this position may require a background investigation.
  • Must be at least 16 years old and a U.S. Citizen.
  • Requires a probationary period if the requirement has not been met.

Required Proficiency: 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.

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.

Qualifications

Applicants must meet the Specialized Experience Requirement and the Proficiency Requirement as described below:

For the GS-06 Grade Level: 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 4 of the following:

  • Coordinating, monitoring, and performing basic clerical and administrative functions of a work unit;
  • Knowledge of grammar, punctuation, format, and style to prepare correspondence, memorandums, and other documents utilizing word processing and other automated systems;
  • Experience with software suites related to word processing and database maintenance;
  • Providing administrative guidance on office procedures; or
  • Initiating and coordinating travel arrangements for others.

For the GS-07 Grade Level: 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 5 of the following:

  • Coordinating, monitoring, and performing basic clerical and administrative functions of a work unit;
  • Knowledge of grammar, punctuation, format, and style to prepare correspondence, memorandums, and other documents utilizing word processing and other automated systems;
  • Experience with software suites related to word processing and database maintenance;
  • Providing administrative guidance on office procedures;
  • Composing nontechnical correspondence;
  • Initiating and coordinating travel arrangements for others; or
  • Researching regulations and providing technical guidance.

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

Education

There is no substitution of education for specialized experience.

Additional information

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 can participate and contribute to their full potential.

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 which 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.

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.

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:

  • Interpersonal Skills: Ability to show understanding, friendliness, courtesy, tact, empathy, cooperation, concern and politeness to others; relates well to different people from varied backgrounds and different situations.
  • Written and Oral Communication: Uses correct English Grammar, punctuation, and spelling to communicate thoughts, ideas, information and messages in writing. Exercises judgment and a good understanding of the programs and functions of the office in answering a wide variety of questions from the general public, officials of other Government agencies, and private industry. Tactfully refers calls as appropriate. Independently answers questions which do not alter or determine policy.
  • Manages and Organizes Information: Identifies a need, gathers, organizes and maintains information; determines its importance and accuracy, and communicates it by a variety of methods.
  • Self-Management: Sets well-defined and realistic personal goals; monitors progress and is motivated to achieve; manages own time and deals with stress effectively.
  • Planning and Evaluating: Determines objectives and strategies; coordinates with other parts of the organization to accomplish goals; monitors and evaluates the progress and outcomes of operational plans; anticipates potential threats or opportunities.

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.)

REFERENCE THE ‘REQUIRED DOCUMENTS’ SECTION FOR ADDITIONAL 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.

    CONTINUED FROM “HOW YOU WILL BE EVALUATED” SECTION:

    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.

    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.
    • 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.

    If you are relying on your education to meet qualification requirements:

    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.

    Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

  • How to Apply

    To apply for this position, you must complete the initial online application, including 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 USAJOBS Help Center.

    STEP 1 – Create USAJOBS Account on www.usajobs.gov, including Resume and Saved Documents Your resume must provide sufficient information to substantiate your responses to 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 USAJOBS 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 the 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

    Louise Larimore

    Phone

    972-850-4179

    TDD

    711

    Email

    [email protected]

    Address

    Labor, Mine Safety and Health Administration


    OHR – Dallas Service Center


    Dallas, Texas 75202


    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: USAJOBS Help Guide.

    USAJOBS will no longer send status alert email notifications. You can check your application status in the TAS by logging into USAJOBS and in the Applicant Dashboard, click the hiring agency Talent Acquisition System (TAS). If the TAS does not provide application tracking information, contact the agency point of contact on the job announcement.

  • 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

CONTINUED FROM “HOW YOU WILL BE EVALUATED” SECTION:

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.

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.
  • 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.

If you are relying on your education to meet qualification requirements:

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.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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-031 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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