Job Information
Administrative Office of the U.S. Courts Supervisory Administrative Specialist in Washington, District Of Columbia
Summary The Department of Administrative Services (DAS), Procurement Management Division (PMD) seeks an experienced and highly skilled Supervisory Administrative Specialist to join its team and help manage a comprehensive procurement program for the federal judiciary. The incumbent will support the division's leadership by overseeing the division's administrative matters, managing the office and the division's budget. Responsibilities This position will report to the Chief of the Procurement Management Division (PMD) in the Department of Administrative Services (DAS). The Supervisory Administrative Specialist supports the division chief, supervises other administrative support staff, and is responsible for managing the division's budget and developing, implementing, and administering effective office management and administrative systems for the division. The incumbent will provide technical guidance for the development, execution, and management of the division and other critical programs and policies necessary for the PMD to carry out its mission and to build and retain a highly skilled and diverse acquisition workforce. The incumbent identifies, plans, organizes, and manages available resources to accomplish project and program activities and makes optimal use of resources to complete activities within established goals. The duties of this position include, but are not limited to: Developing and implementing policies, procedures, performance objectives, and goals to develop and manage the major PMD initiatives and programs. Serving as division's resource manager by managing the division's budget for staffing, contractor support, supplies, training, and travel; developing and maintaining budget reports for division leadership's planning and use; and forecasting the division's spending and budgetary needs. Serving as the PMD office manager and staff action control officer to oversee and ensure all administrative actions proceed in a manner consistent with established objectives, schedules, consistency of delivery of messages and other communications, appropriate level of coordination, and soundness of recommendations. Working independently to measure and evaluate program accomplishments, effectiveness, program improvements, and compliance with existing guidance. Coordinating, tracking, and reporting status on the division's leadership tasking to staff. Analyzing, evaluating, and recommending more efficient, effective, and economical ways to meet workload and program goals; and developing strategies for the planning, analysis and completion of studies and projects. Measuring program accomplishments, results, effectiveness, and developing and presenting decision briefings and in-process review presentations to senior leadership on findings and progress. Supervising and coordinating all correspondence within the division to ensure its quality and accuracy including, managing the routing and organization of incoming and outgoing correspondence, work assignments, and inquiries handled by the division's administrative team. Directing the development and refinement of presentations, meeting agendas, and correspondence on behalf of the division's leadership. Interpreting and applying administrative policies and procedures within the division. Coordinating training and professional development opportunities for division staff members. Initiating and monitoring personnel actions within the division; and ensuring compliance with established protocols and regulations while maintaining accurate records of personnel-related activities. Coordinating the creation of various reports required by the division and ensuring the thorough review, valuation, and consistent management of office-wide staff actions, including memorandums, reports, studies, fact sheets, and information papers to maintain quality control and coherence. Overseeing the review, evaluation, and management of office-wide staff actions (i.e., memorandums, reports, studies, fact sheets, information papers, etc.) for quality control and overall consistency. Using expert skills to study work methods, administrative guidelines, procedures, utilization of work assignments, delegations of authority, management controls, information, and documentation systems to provide communication and coordination among all relevant parties and assure consistency, accuracy, and quality of reporting and policy related program efforts. Tracking and communicating key departmental and division suspense dates to division's staff including, performance management, training, and award recognition deadlines. Managing the division's contracts. Requirements Conditions of Employment CONDITIONS OF EMPLOYMENT All information is subject to verification. Applicants are advised that false answers or omissions of information on application materials or inability to meet the following conditions may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed. Selection for this position is contingent upon completion of OF-306, Declaration of Federal Employment during the pre-employment process and proof of U.S. citizenship for competitive status positions or conversion to a competitive status position with the AO. If non-citizens are considered for hire into a temporary or any other position with non-competitive status or when it is confirmed by the AO Human Resources Office there are no qualified U.S. citizens for a competitive status position (unless prohibited by a law or statue), non-citizens must provide proof of authorization to work in the U.S. and proof of entitlement to receive compensation. Additional information on the employment of non-citizens can be found at USAJOBS Help Center | Employment of non-citizens/. For a list of documents that may be used to provide proof of citizenship or authorization to work in the United States, please refer to Form I-9, Employment Eligibility Verification. All new AO employees will be required to complete an FBI fingerprint-based national criminal database and records check and pass a public trust suitability check. New employees to the AO will be required to successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights/responsibilities, visit https://www.e-verify.gov/. All new AO employees are required to identify a financial institution for direct deposit of pay before appointment. You will be required to serve a trial period if selected for a first-time appointment to the Federal government, transferring from another Federal agency, or serving as a first-time supervisor. Failure to successfully complete the trial period may result in termination of employment. If appointed to a temporary position, management may have the discretion of converting the position to permanent depending upon funding and staffing allocation. Qualifications Applicants must have demonstrated experience as listed below. This requirement is according to the AO Classification, Compensation, and Recruitment Systems which include interpretive guidance and reference to the OPM Operating Manual for Qualification Standards for General Schedule Positions. Specialized Experience: Applicants must have at least one full year (52 weeks) of specialized experience which is in or directly related to the line of work of this position. Specialized experience must demonstrate experience in ALL areas defined below: Experience developing and implementing comprehensive office procedures; Experience providing executive-level administrative support and oversight; and Experience managing an organization's budget; Education This position does not require education to qualify. Additional Information The AO is an Equal Opportunity Employer.