Program Support Assistant

Summary

By law, this Office of Inspector General has continued oversight responsibility for United States funded foreign assistance activities across multiple agencies, to include the Millennium Challenge Corporation, the Inter-American Foundation, the US African Development Foundation, USAID and the Department of State. Responsibilities may additionally include oversight of and/or oversight coordination for foreign assistance programs with other interagency partners throughout the US Government.

Duties

• As a Program Support Assistant at the full performance level, you will; Serve as a Confidential Assistant providing administrative, clerical, and program support to the Office of General Counsel, including office operations, coordination and tracking of Whistleblower Program activities, and FOIA administrative support. Provide general administrative and clerical support to the General Counsel and all OGC staff, including scheduling, travel assistance, records management, filing, office supply coordination, meeting logistics, and editing or preparing routine correspondence. Organize and maintain office records, correspondence, and workflow systems to support smooth operations and ensure timely retrieval and disposition of documents. Serve as a receptionist/intake point for clients, respond to routine inquiries, and follow up with OIG staff on pending matters to ensure timely completion of tasks. Support OIG Front Office components, including the Offices of Communications and Innovation, International Partnerships, and Overseas Contingency Operations, by attending meetings and assisting with administrative processes that facilitate effective program operations. Provide administrative support for the Whistleblower Protection Program by receiving, logging, routing, and tracking disclosures and complaints; generating standard correspondence; conducting follow-up; communicating with stakeholders; and maintaining relevant databases and records. Support the FOIA Program by receiving and processing incoming FOIA requests; generating acknowledgments and routine responses; tracking deadlines; coordinating with OIG staff on request processing; and managing FOIA records and final document assemblies. Apply established administrative procedures and judgment to maintain workflow tracking systems, ensure timely action on assignments, and recommend improvements to clerical processes where appropriate. Communicate and coordinate with internal and external stakeholders to exchange information, ensure accurate processing of administrative actions, and maintain effective working relationships across OIG offices. Safeguard sensitive information, maintain confidentiality of legal and program-related materials, and comply with all applicable policies, including FOIA, Whistleblower Protection, Privacy Act, and records management requirements. Perform other duties as assigned in support of OGC and Front Office operations.

Qualifications

To qualify for the GS-09 grade level, you must have one year of specialized experience at the GS-07 level in the Federal service or equivalent. Specialized experience is defined as: 1) Providing administrative support, such as scheduling office meetings, keeping office activities organized, preparing correspondence, and supporting daily office operations by following established procedures. 2) Keeping records and files organized, including storing, locating, tracking, and properly disposing of documents-such as program files or case materials-according to records management rules and guidelines, and 3) Receiving and processing incoming program-related requests or correspondence-such as FOIA inquiries or whistleblower submissions-by logging them, routing them to the right staff, sending standard acknowledgments, updating tracking systems, following up as needed, and ensuring all steps follow required procedures. Time in Grade Requirement: Time-in-grade requirements must be met by the closing date. This means that you must have served at least 52 weeks at the next grade level (or equivalent) below the grade advertised on this vacancy announcement. ICTAP/CTAP: If you are requesting special employment consideration under the Interagency Career Transition Assistance Program (ICTAP) or CTAP, you must provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. If your agency has notified you in writing that you are a displaced employee eligible for ICTAP or CTAP consideration, you may receive selection priority if: 1) this vacancy is within your ICTAP or CTAP eligibility; 2) you apply under the instructions in this announcement; and 3) you are found well-qualified for this vacancy. To be well-qualified you must meet the following: OPM qualification requirements for the position, all selective factors, where applicable; special OPM approved qualifying conditions for the position; is physically qualified with reasonable accommodation, where appropriate, to satisfactorily perform the duties of the position upon entry; and receives a rating of at least "well-qualified" on the questionnaire. You must provide proof of eligibility with your application to receive selection priority. Such proof may include a copy of your written notification of ICTAP or CTAP eligibility, or a copy of your separation personnel action form. Additional information regarding ICTAP or CTAP eligibility is available from Career Transition (opm.gov).

Education

This position does not have a positive education requirement.

How to apply

The following instructions outline our application process. You must complete this online application process and submit any applicable required documents by 11:59 p.m. Eastern Time (ET) on the closing date of this announcement. If applying online poses an extreme hardship, you must contact the human resources office no later than two business days before the closing date of this vacancy announcement. Our Office will provide an alternative application method upon approval of the hardship notification. After the advertisement has closed, we will not grant requests to apply via alternative plans. Please note, we must receive all required documents by the closing date via online or alternative methods. We will determine your eligibility and qualifications based solely on the material received by the closing date. Step 1 - Review the Job Announcement (https://apply.usastaffing.gov/ViewQuestionnaire/13040661) Before you apply, we suggest you review the entire job announcement. Pay close attention to the Major Duties section and the How You Will Be Evaluated section, where you will see the areas upon which an HR Specialist or Subject Matter Expert will evaluate your application and a link for previewing online questions. Step 2 - Create or Upload a resume with USAJOBS (www.usajobs.gov) Create or upload a resume in USAJOBS. You may wish to customize your resume to ensure it supports your responses to the online questions and addresses the Knowledge, Skills, and Abilities listed in the How You Will Be Evaluated section of the job announcement. For resume tips, click here.-Although you must enter your Social Security Number (SSN) for USAJOBS, we will only see the last four digits for identification purposes. Step 3 - Apply Online Click the "Apply Online" button on this announcement and then select the resume you wish to submit with your application. You will be redirected to the OPM's USA Staffing website to complete the application process. Step 4 - Answer the Online Questions and Submit Your Online Application If this is your first time on OPM's USA Staffing website, the system will prompt you to register by answering questions about your eligibility for Federal employment. Select "Take me to the assessment" and click on the "Next" button to answer the job-specific questions. The system will save these responses and take you back to the main screen so that you can answer the job-specific questions. You must answer all the questions and click the "Finish" button. Step 5 - Review and Confirm Your Submission You will now have the option to upload a document or print fax cover sheets for documents (see Step 6 for details). Once you click "Done," you will see a summary of your application for your review, and you may also print a copy for your records. When you click "Finish" at the bottom of the page, our system will then direct you back to USAJOBS, where you can confirm that you correctly submitted your application, and you can track your application status. Step 6 - Submit Documents You can submit any applicable required or optional documents (see below) by document upload, fax, or e-mail. Whichever method you choose, please include the job announcement number with your records. To protect your privacy, we encourage you to remove your SSN from any documents that you submit. Document Upload: You may upload documents in one of two ways: Once you finish answering the questions in the job announcement, the system will prompt you to upload your document(s) to your application. You will be given a choice to either upload the document as part of the application process or select a copy that you've already loaded on USAJOBS. Or You can upload a document to an existing application by logging into your USAJOBS account profile. Click on "My Applications" and search for the vacancy. Once you've located the vacancy, click on the vacancy and select "Apply Online." Move through your existing application to the Documents page and select upload to add a document to your application. Be sure to review your complete application for confirmation that you uploaded the document.