Administrative Specialist

Summary

This position is located in the Authentications Branch, in the Records Creation and Retention Division, housed in the Office of Records Management, Passport Services Directorate, Bureau of Consular Affairs (CA/PPT/S/RM/RCR). The Authentications Branch is responsible for certifying to the genuineness of a signature and/or seal, or to the position of an official who has previously executed, issued, or certified a document.

Duties

• •Issues certificates of authentication under the Seal of the Department of State and uses the Secretary of State's seal as well as the signature of the Secretary of State and Acting Secretary of State on assigned authenticating documents
• •Recommends authentication actions on documents submitted to foreign embassies and courts, U.S. courts, secretaries of state, and federal agencies in accordance with applicable Department regulations.
• •Processes and articulates a wide range of moderately complex cases received through appointment, mail-in, and counter services.
• •Applies laws, regulations, policies, and guidance to ensure the compliance with federal laws governing the flow and safeguarding of Government information.
• •At the GS-9,11 & 12 level, the incumbent performs essentially the same duties as outlined above; however, the scope and complexity of assignments are of less responsibility and independence and receives closer than normal supervision.

Qualifications

Applicants must meet all the required qualification requirements described below by the closing date of this announcement. [If you are qualifying based on education OR if there are mandatory education requirements listed below, you MUST submit a copy of your college transcript with your application. NOTE: Applicants must meet time-in-grade and time after competitive appointment requirements, by the closing date of this announcement. Time-In-Grade Requirements: Federal applicants must have served 52 weeks at the next lower grade to satisfy time-in-grade restrictions, per 5CFR 300, Subpart F. Applicants applying for the GS-09 grade level must meet one of the following requirements: A. Have at least 1 full year of specialized experience equivalent to the GS-07 level in the Federal service which provided you with the particular knowledge, skills and abilities to perform the duties of the position. Qualifying specialized experience must demonstrate the following: Experience reviewing federal and state issued documents under established procedures to verify identity, citizenship or eligibility, benefits, other social services, and etc. Experience providing in-person and telephone customer service, such as greeting customers, accepting and reviewing documents, and answering routine questions. Experience contacting customers by phone or in writing to ask for missing information on incomplete cases. Experience protecting personally identifiable information, controlled materials, and fee collections according to established procedures OR B. Have a master's or equivalent graduate degree, OR 2 full years of progressively higher level graduate education leading to such a degree, OR LL.B or J.D. from an accredited college or university. This education must demonstrate the knowledge, skills, and abilities to do the work of the position to be filled; OR C. Have a combination of graduate level education and specialized experience (as described above), which is equivalent to the GS-07 level in the Federal Service. This experience and education together meets 100% of the qualification requirements for this position. Combination of Experience and Education: When an applicant has less than one year of specialized experience as described in the announcement, he or she may combine successfully completed graduate-level education with experience to meet the total qualification requirements. Generally, 18 graduate semester hours is equivalent to 1 full-time year of graduate study (your school and department determine what constitutes 1 full time year of graduate study). The percentage of specialized work experience and the percentage of graduate study must total at least 100%. Applicants applying for the GS-11 grade level must meet one of the following requirements: A. Have at least 1 full year of specialized experience equivalent to the GS-09 level in the Federal service which provided you with the particular knowledge, skills and abilities to perform the duties of the position. Qualifying specialized experience must demonstrate the following: Experience reviewing Federal and state issued documents under established procedures to verify identity, citizenship or eligibility, benefits, other social services, and etc. Experience resolving incomplete, deficient, or pending cases by contacting customers, and writing clear, concise letters that explain what action was taken and what information is still needed. Experience applying internal controls to protect funds, controlled materials, and sensitive information, including confirming that fee collections are properly recorded and reconciled. Experience processing a high volume of cases accurately under strict daily production standards and same-day turnaround deadlines. OR B. Have a Ph.D. or equivalent doctoral degree OR 3 full years of progressively higher level graduate education leading to such a degree, or LL.M. from an accredited college or university. OR C. Have a combination of graduate level education and specialized experience (as described above), which is equivalent to the GS-09 level in the Federal Service. This experience and education together meets 100% of the qualification requirements for this position. Combination of Experience and Education: When an applicant has less than one year of specialized experience as described in the announcement, he or she may combine successfully completed graduate-level education with experience to meet the total qualification requirements. Generally, 18 graduate semester hours is equivalent to 1 full-time year of graduate study (your school and department determine what constitutes 1 full time year of graduate study). The percentage of specialized work experience and the percentage of graduate study must total at least 100%. Note: All applicants WILL BE required to submit transcripts as verification of educational requirement. If you fail to provide requested information, or the information you submit is insufficient to verify your eligibility, you may lose consideration for this position. Applicants applying for the GS-12 grade level Applicants must have 1 year of specialized experience equivalent to the GS-11 level in the Federal service which provided the applicant with the particular knowledge, skills and abilities to perform the duties of the position. Qualifying specialized experience must demonstrate the following: Experience interpreting and applying laws, regulations, policies, and executive directives to new or complex cases, and making final decisions on certification, authentication, or acceptance. Experience signing and issuing official certificates or attestations under delegated authority, and making sure the certification language is accurate and matches the issuing authority. Experience responding to complex, escalated, or sensitive inquiries from the public, congressional offices, or other stakeholders, including questions that frontline staff could not resolve in clear, concise letters. Experience applying and monitoring internal controls to protect funds, controlled materials, and sensitive information, including reviewing fee reconciliations for accuracy. Serving as the operational point of contact when the Branch Chiefs are absent, including helping manage daily workflow so high-volume production standards and same-day deadlines are met. There is no substitute of education for specialized experience for the GS-12 position.

Education

See the qualifications section of this vacancy announcement for education requirements. When an applicant has less than one ye