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Vacancy Questions Preview

Vacancy Questions Preview

Grade: 07
* 1.GS-7 Choose the answer that best describes your experience.
  1. I possess 1 year of specialized experience at least equivalent to the GS-6 level in the Federal service. Examples of specialized experience include: using software packages to prepare spreadsheets and databases; coordinating participants, space, and materials for meetings; organizing and maintaining filing systems; reviewing correspondence and documents to ensure proper format, spelling, and grammar; making travel arrangements; and maintaining supervisor`s calendar.
  2. I do not meet the requirement as described above.


Grade: 08
* 1.GS-8: Choose the answer that best describes your experience.
  1. I possess at least one year of specialized experience equivalent to the GS-7 level in Federal service performing a variety of administrative functions. Examples of specialized experience include: maintaining a supervisor's calendar; making travel arrangements; providing logistical support for meetings/conferences; reviewing correspondence and documents to ensure proper formatting and grammar; logging and tracking controlled correspondence; and assisting in the development of office policies/procedures.
  2. I do not have this type of experience.


Grade: All Grades
* 1.I type at least 40 words per minute with no more than 3 errors.
  1. Yes
  2. No


* 2.Indicate your knowledge of correspondence practices to prepare, respond to, and review Executive level documents.
  1. I have routinely and independently reviewed correspondence documents or reports that were prepared by others and ensured proper format, spelling, grammar, and punctuation.
  2. I have routinely and independently prepared correspondence documents or reports for Executive level signature while adhering to proper format, spelling, grammar, and punctuation.
  3. I have prepared memoranda, letters or other similar documents for my own signature that adhered to proper format, spelling, grammar, and punctuation.
  4. I have assembled background materials for Executive level reports or correspondence.
  5. I have composed academic or business reports that were provided for external review.
  6. I have independently prepared office guidance or instructions on correspondence practices that covered items such as acceptable format, spelling, grammar, or punctuation.
  7. I have routinely screened correspondence and documents leaving the office to determine if replies to correspondence conformed to the general policies and viewpoints held by the Executive or the organization.
  8. I have prepared memoranda, letters, or other similar documents for signature by others.
  9. I do not have this kind of experience.


* 3.Indicate your knowledge of administrative and office management techniques to establish secretarial procedures for the operational routine of an office.
  1. I have served as an Office Manager or Administrative Officer for an organization of at least 15 people.
  2. I have developed administrative or office management guidance that was used by secretaries within my organization.
  3. I have independently evaluated administrative or office management processes to establish standard operating procedures for an office.
  4. As part of a team, I evaluated administrative or office management processes to establish standard operating procedures for an office.
  5. I have provided training, mentoring, or senior level guidance to junior level staff on administrative activities such as scheduling events or carrying out administrative processes.
  6. I have provided administrative support in assigned program areas.
  7. I do not have this kind of experience.


* 4.Select the response that best describes your highest level of experience coordinating arrangements for conferences, meetings, or events.
  1. I have managed all aspects of conferences, meetings, or events. I coordinated the objectives and agenda with the leader and presenters; communicated with participants; ensured that briefing materials were distributed; facilitated meetings/events to ensure good participation and timely completion of objectives. I ensured that follow-up items such as action items, taskings`, or meeting notes were completed and communicated.
  2. I managed the logistical aspects of conferences, meetings, or events and I facilitated them. I communicated with participants to ensure that read-ahead materials were distributed; ensured that the meetings/events were conducted timely and objectives are met. I arranged for light refreshments, visual aids and meeting space. I ensured that meeting notes were completed and communicated.
  3. I managed the logistical aspects of conferences, meetings, or events but have not facilitated them. I communicated with participants to ensure that briefing materials were distributed and ensured that meeting notes were completed and communicated. I arranged for light refreshments, visual aids, and meeting space.
  4. I facilitated conferences, meetings, or events to ensure good participation, timely completion, and accomplishment of objectives.
  5. I have little to no experience managing or facilitating conferences, meetings, or events.


* 5.Select the response that represents your highest level of experience organizing action items that required coordination and follow-up with others.
  1. I regularly anticipated action items that could result from meetings or electronic mail traffic. I notified the relevant parties or offices that may be tasked with action. I coordinated receipt of information, followed up to ensure information was received timely, and informed the Executive or supervisor of my actions.
  2. I regularly coordinated and collected responses from other Divisions or Offices in response to action items. I summarized responses received and ensured that the executive or supervisor had necessary and relevant background information and materials.
  3. I kept actively aware of requests for special action or information and followed up with responsible personnel to ensure timely and appropriate response.
  4. I organized action items using an automated tracking system to regularly ensure that documents and action items are completed timely by the responsible party or parties.
  5. I have organized my own priorities to ensure that responses to action items are timely.
  6. I do not have experience organizing action items that required coordination and follow up with others.


* 6.Identify the position(s) listed in your resume in which you gained experience organizing action items that required coordination and follow-up with others. If you do not have this experience, type "NA" and proceed.
Maximum length of 250 characters.


* 7.Select the response that best describes your highest level of experience managing the calendar of a supervisor by prioritizing conflicting time and scheduling commitments.
  1. I have maintained exclusive control over a supervisor's appointment and activity calendar with authority for commitments of time. Based on my knowledge of the supervisor's priorities, I arranged appointments and prioritized them according to their importance. Similarly, I rescheduled or cancelled appointments when necessary to realign priorities with available time.
  2. I scheduled appointments and conferences for my supervisor based on my knowledge of the supervisor's schedule and without the need to obtain clearance from the supervisor to do so.
  3. I received requests for appointments from a variety of sources and obtained approval to schedule them from my supervisor prior to placing them on the calendar.
  4. I have scheduled appointments on the calendar when told to do so by my supervisor.
  5. I do not have experience managing a supervisor's calendar.


* 8.Please identify the position(s) listed in your resume in which you carried out the task of managing the calendar of a supervisor. If you do not have this experience, type "NA" and proceed.
Maximum length of 250 characters.


* 9.Indicate your experience managing travel arrangements by making reservations and completing documentation to facilitate travel of staff and executives.
  1. Based on my understanding of scheduling and preferences, I have routinely and independently committed an Executive or supervisor to travel reservations without advance approval.
  2. I have independently resolved problems with the reservations or travel arrangements I have made for others.
  3. I have used automated systems to make travel plans.
  4. I have prepared travel itineraries for others.
  5. I have reviewed and verified documentation prepared by others for domestic or international travel, such as travel authorizations or travel vouchers, in accordance with organizational travel procedures.
  6. I have prepared supporting documentation for domestic or international travel, such as travel authorizations or travel vouchers, in accordance with organizational travel procedures.
  7. I have made international travel reservations including airline, hotel, or rental car reservations for other staff by following organizational travel procedures.
  8. I have made domestic travel reservations including airline, hotel, or rental car reservations for other staff by following organizational travel procedures.
  9. I have not had an opportunity to make travel arrangements for others.


* 10.Indicate your knowledge of filing and document organization techniques to maintain and retrieve Executive level files.
  1. I converted paper files into indexed electronic files.
  2. I archived files in accordance with established document retirement and disposition schedules.
  3. I used an automated database or word processing index to manage file content and cross-reference filing information.
  4. I have created a general office filing system and supervised its maintenance.
  5. I have safeguarded classified material and documents for an executive-level office.
  6. I have created a filing system for Executive level documents to re-organize material for easy retrieval.
  7. I have filed documents within an established filing system and quickly retrieved documents when requested.
  8. I do not have experience with filing and document organization techniques.


* 11.Do you have experience working with a grant proposal process?
  1. Yes
  2. No


* 12.Identify the position(s) in your resume in which you performed the above activity/activities; and/or gained the relevant experience.
Maximum length of 250 characters.






This is a Federal job application system. Providing false information, creating fake IDs, or failing to answer all questions truthfully and completely may be grounds for not hiring, for disbarment from Federal employment, or for dismissal after the applicant begins work. Falsifying a Federal job application, attempting to violate the privacy of others, or attempting to compromise the operation of this system may be punishable by fine or imprisonment (US Code, Title 18, section 1001).