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Vacancy Questions Preview

Vacancy Questions Preview

Grade: All Grades
* 1.Ability to apply administrative processes and techniques.**

Was responsible for tracking and monitoring correspondence, budgets, personnel, and other administrative requirements and deadlines (e.g., performance and promotion reviews; awards for staff; travel and training; and space, furniture, and equipment needs) and for maintaining files, records, and other documents.
  1. As the PRIMARY administrative support professional for a manager, monitored the administrative requirements of an office, ensuring that deadlines were met. This included identifying, creating, and overseeing the implementation of procedures and systems as necessary to track and monitor administrative requirements and to maintain office correspondence, files, records or other documents in both print and electronic form.
  2. As an administrative support professional for a manager, monitored the administrative requirements of an office, ensuring that deadlines were met, and in doing so, modified and improved procedures and systems as needed to track and maintain office correspondence, files, records, or other documents in both print and electronic form.
  3. As a primary job responsibility, received, routed, tracked, and assigned correspondence for a manager. Maintained office correspondence, files, records, or other documents in both print and electronic form.
  4. None of the above.


* 2.In the box below, provide a brief description of your specific experience, education, knowledge, and/or training that supports your choice to the previous question. Do not paste your resume here or state SEE RESUME. Failure to provide a brief narrative for any KSA statement will result in disqualification of your application from further consideration.
Maximum length of 8000 characters.


* 3.Ability to plan and organize.**

As an administrative support professional for a manager, coordinated work activities for an office, including: 1) acting as a liaison between management and staff; 2) ensuring personnel, budget, and other administrative requirements and deadlines were met; 3) maintaining division or office electronic calendars; 4) setting up and revising administrative systems and processes; 5) scheduling meetings and arranging meeting logistics; 6) preparing meeting agendas and background materials; and 7) maintaining official correspondence and files.
  1. As the PRIMARY administrative support professional for a manager, coordinated the overall administrative activities of an office. This included managing, coordinating, and performing ALL of the administrative activities listed above in a professional office setting. This also included advising and making recommendations on ways to improve office operations, systems, and procedures.
  2. As the administrative support professional for a manager, performed ALL of the administrative activities listed above in a professional office setting.
  3. As a primary job responsibility, performed AT LEAST FOUR of the administrative activities listed above, INCLUDING 1) THROUGH 3), in a professional office setting.
  4. None of the above.


* 4.In the box below, provide a brief description of your specific experience, education, knowledge, and/or training that supports your choice to the previous question. Do not paste your resume here or state SEE RESUME. Failure to provide a brief narrative for any KSA statement will result in disqualification of your application from further consideration.
Maximum length of 8000 characters.


* 5.Ability to analyze problems and make recommendations.**

Identified administrative needs or problems related to an office’s operations or processes, analyzed and evaluated alternative solutions and their implications, and made recommendations for improvement.
  1. AS PART OF REGULARLY ASSIGNED DUTIES, reviewed administrative programs, processes, and procedures in order to recommend improvements or solutions to office operations. Proactively identified problem areas and gathered information from a variety of sources to determine root causes and potential solutions. Provided innovative and effective solutions to problems that were consistently adopted by management.
  2. AS PART OF A SPECIAL PROJECT, reviewed administrative programs, processes, and procedures in order to recommend improvements or solutions to office operations. Took a leadership role on identifying issues or problems for the given project, researching potential solutions, and making recommendations that resulted in the successful completion of the project.
  3. ASSISTED in the review of administrative programs, processes, and procedures in order to recommend improvements or solutions to office operations. Served as a key team member on projects involving significant contributions to the identification of issues/problems/situations, researching potential solutions, and making recommendations based on research.
  4. None of the above.


* 6.In the box below, provide a brief description of your specific experience, education, knowledge, and/or training that supports your choice to the previous question. Do not paste your resume here or state SEE RESUME. Failure to provide a brief narrative for any KSA statement will result in disqualification of your application from further consideration.
Maximum length of 8000 characters.


* 7.Ability to utilize computer technology.**

Utilized software technology to perform administrative work for an organization, including: 1) client request management system (i.e., Mercury), 2) automated tracking systems (e.g., WebTA or other automated time and attendance system, or an automated work assignment/work completion system), 3) spreadsheets (i.e., Excel), 4) collaborative tools (i.e., SharePoint), 5) electronic calendars (i.e., Outlook), 6) word-processing software (i.e., Word), and 7) presentation software (i.e., PowerPoint).
  1. Identified the need for and applied computer technology to improve administrative work processes, and routinely used ALL OF THE ABOVE software in a professional office setting. IN ADDITION, trained staff in utilizing this software.
  2. Routinely used ALL OF THE ABOVE software to perform administrative work in a professional office setting.
  3. Routinely used AT LEAST FIVE OF THE ABOVE software to perform administrative work in a professional office setting.
  4. None of the above.


* 8.In the box below, provide a brief description of your specific experience, education, knowledge, and/or training that supports your choice to the previous question. Do not paste your resume here or state SEE RESUME. Failure to provide a brief narrative for any KSA statement will result in disqualification of your application from further consideration.
Maximum length of 8000 characters.


* 9.Ability to communicate in writing.

Wrote or drafted materials such as memoranda, correspondence, ad hoc reports, and management reports for both hardcopy and electronic distribution, conforming to the basic rules of spelling, grammar, and punctuation.
  1. Independently drafted, reviewed, and edited documents and reports for final distribution, including memoranda, ad hoc reports, management reports, procedures, correspondence, and presentations. This included incorporating graphs, charts, and spreadsheets to display information/data in these reports and documents.
  2. Assisted in drafting, reviewing, and editing documents and reports for final distribution, including ad hoc reports, management reports, procedures, and presentations. Routinely drafted, reviewed, and edited correspondence and memoranda, ensuring that all documents meet standards for clarity, consistency, and format.
  3. Routinely drafted, reviewed, and edited correspondence and memoranda, ensuring that all documents meet standards for clarity, consistency, and format.
  4. None of the above.


* 10.In the box below, provide a brief description of your specific experience, education, knowledge, and/or training that supports your choice to the previous question. Do not paste your resume here or state SEE RESUME. Failure to provide a brief narrative for any KSA statement will result in disqualification of your application from further consideration.
Maximum length of 8000 characters.