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Vacancy Questions Preview

Vacancy Questions Preview

Grade: 09
* 1.GS-09 Choose the answer that best describes your education and/or experience.
  1. I possess at least one year of specialized experience equivalent to the GS-7 level in Federal service applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems of a procedural or factual nature. Examples of specialized experience include: serving as a personal assistant in a confidential capacity to a senior agency official; performing management planning, meeting planning, and coordinating and organizing policy activities; performing various administrative duties independently; and completing special assignments of a high priority and sensitive nature.
  2. I possess a master’s or equivalent graduate degree.
  3. I possess 2 full years of progressively higher level graduate education leading to such a degree.
  4. I possess a combination of post high school education and experience that together meet the qualification requirements for this position.


* 2.Have you managed the schedule of meetings, events, and other obligations for a senior executive with multiple, changing, and often conflicting demands?
  1. Yes
  2. No


* 3.Do you have experience researching and/or analyzing administrative problems and developing recommendations?
  1. Yes
  2. No


* 4.Do you have experience performing management planning, meeting planning, and coordinating and organizing schedules and activities while working directly for a senior agency official?
  1. Yes
  2. No


* 5.Do you have experience using discretion and maintaining the confidentiality of sensitive or controversial issues?
  1. Yes
  2. No


* 6.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 independently prepared office guidance or instructions on correspondence practices that covered items such as acceptable format, spelling, grammar, or punctuation.
  6. 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.
  7. I have prepared memoranda, letters, or other similar documents for signature by others.
  8. I do not have this kind of experience.


* 7.Have you prepared documents in response to Freedom of Information Act (FOIA) requests?
  1. Yes
  2. No


* 8.Which of the following tasks have you completed on a regular basis?
  1. I have taken, summarized and distributed meeting minutes.
  2. I have composed executive correspondence.
  3. I have researched and composed responses to public inquiries.
  4. I have collected and assembled information into a variety of reports.
  5. I have developed background information into talking points.
  6. I have not performed any of the above tasks.


* 9.Choose the statement that best describes your ability to maintain composure in stressful situations when dealing with a variety of people.
  1. My previous positions have not required me to deal with a variety of people in stressful situations.
  2. I have had limited experience handling stressful situations which dealt with a variety of people. When I did, my supervisor or a senior employee was there to assist me in these situations.
  3. I have served in positions where I had to maintain composure in stressful situations dealing with a variety of people. I was usually able to do this without the review or intervention of my supervisor.
  4. I have served in a variety of positions where I maintained composure in stressful situations dealing with a variety of people. I was able to do this independently without the intervention of my supervisor or a senior level person.


* 10.Select the response representing your highest level of experience organizing work that required coordination and follow up with others.
  1. I do not have experience organizing work that required coordination and follow up with others.
  2. I have organized my own priorities to ensure that responses to action items are timely. I organized my work using a day planner or calendar to regularly ensure that documents and action items are completed timely by the responsible party or parties.
  3. I kept actively aware of requests for special action or information and followed up with the appropriate personnel to ensure timely and appropriate response.
  4. I regularly coordinated and collected responses from other work units or team members in response to specific tasks. I summarized responses received and ensured that the supervisor had necessary and relevant background information and materials.
  5. I regularly anticipated upcoming tasks that could result from meetings or electronic mail traffic. I notified the relevant parties or offices that may be tasked with action. I coordinated the receipt of information, followed up to ensure information was received timely, and informed the supervisor of my actions.


* 11.Have you worked in a position where you served as a senior manager`s confidential assistant?
  1. Yes
  2. No


* 12.Select the response(s) that reflect your experience with written communications.
  1. I attend meetings to take notes and compose summaries.
  2. I compose a variety of correspondence and ensure correct punctuation, capitalization, spelling, grammar, and conformance to style.
  3. I utilize a variety of software applications to develop reports, summaries, charts, presentations, and graphs.
  4. None of the above.


* 13.Select the response(s) that best reflects your experience writing and/or editing.
  1. I review correspondence for clarity, coherence, spelling and return it to the originator for correction and/or formatting.
  2. I prepare responses to both routine and complex requests.
  3. I write instructions on routing slips.
  4. I prepare minutes of teleconferences and staff meetings.
  5. I write and edit routine and unusual correspondence.
  6. None of the above.


* 14.Regarding your ability to communicate in writing, please identify each task that you performed on a regular basis:
  1. Provided information to other specialists for use in preparation of responses and reports.
  2. Prepared memos and letters in response to a variety of non-scientific issues.
  3. Prepared narrative responses and reports to present analysis and evaluations of program data.
  4. Prepared statistical reports on program activities.
  5. None of the above.


* 15.Do you have experience or training using fact-finding and analytical techniques to evaluate established procedures and identify problems in administrative systems?
  1. Yes
  2. No


* 16.Select the areas in which you have experience.
  1. Collecting, reviewing, analyzing, and producing a summary of material in areas where precedents may be lacking.
  2. Dealing on a priority basis with a variety of material and tasks under tight deadlines.
  3. Working independently.
  4. Working interdependently with a varied group of people from all levels within the agency.
  5. Working as a COTR - including developing a Statement of Work and serving on the technical review panel.
  6. None of the above.


* 17.Regarding your ability to communicate (other than in writing), please identify each task that you performed on a regular basis:
  1. Communicated and worked with higher level individuals and peers with common purposes and goals.
  2. Conveyed, presented, or exchanged factual information with other personnel.
  3. Participated in oral discussion with varying sources inside and outside the organizational unit to obtain, clarify, or convey facts or information.
  4. Influenced managers or others to accept and implement findings and recommendations on organizational improvement or program effectiveness.
  5. None of the above.


* 18.Choose the response that best describes your experience using automated technology to carry out analysis and data collection activities:
  1. I have applied automated systems, applications, and tools in routine activities to perform standard functions such as data analysis and document maintenance.
  2. I have used automated systems, applications, and tools to resolve conventional problems in an established area. For example, I have input, stored, and retrieved data in multiple formats. I have also used the Internet to perform research.
  3. I have completed assignments in a difficult program area using automated systems applications, tools, and techniques of data acquisition and analysis. I performed statistical analysis and summarized data using computer software packages.
  4. None of the above.


* 19.Which of the following tasks have you completed in order to manage travel arrangements to include making reservations and completing documentation to facilitate the travel of staff and executives?
  1. I have not had an opportunity to make travel arrangements for others.
  2. I have made domestic travel reservations including airline, hotel, or rental car reservations for other staff by following organizational travel procedures.
  3. I have made international travel reservations including airline, hotel, or rental car reservations for other staff by following organizational travel procedures.
  4. I have prepared supporting documentation for domestic or international travel (e.g. travel authorizations, travel vouchers, clearance) in accordance with organizational travel procedures.
  5. I have reviewed and verified documentation prepared by others for domestic or international travel (e.g. travel authorizations, travel vouchers, clearance) in accordance with organizational travel procedures.
  6. I have prepared travel itineraries for others.
  7. I have used automated systems to make travel plans.
  8. I have independently resolved problems with the reservations or travel arrangements I have made for others.
  9. Based on my understanding of scheduling and preferences, I have routinely and independently committed a supervisor to travel reservations without advance approval.


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


* 21.I have significant experience performing the following administrative duties:
  1. Maintaining a supervisor`s calendar.
  2. Making appointments for a supervisor by coordinating schedules with other meeting participants.
  3. Completing employee time and attendance records.
  4. Making transportation and hotel arrangements for staff members.
  5. Booking conference space and obtaining catering services.
  6. Assuring timely payment of office bills.
  7. Preparing travel expense reports for staff members.
  8. Ordering and purchasing office supplies.
  9. None of the above.


* 22.Select the responses reflecting your level of experience maintaining a supervisor`s calendar.
  1. I have scheduled appointments on the calendar when told to do so by my supervisor.
  2. 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.
  3. I scheduled appointments and conferences for my supervisor based on my knowledge of the supervisor`s schedule and without obtaining prior clearance.
  4. None of the above.


Grade: 11
* 1.GS-11 Choose the answer that best describes your education and/or experience.
  1. I possess at least one year of specialized experience equivalent to the GS-9 level in Federal service applying analytical and evaluative techniques to issues or special projects concerning the efficiency and effectiveness of program operations. Examples of specialized experience include: speaking for the Assistant Director in informal circumstances, communicating their goals and objectives; researching a wide variety of subjects and analyzing data and information in order to provide the Assistant Director with authoritative information and materials; planning and coordinating travel, accommodations, and transportation arrangements for the Assistant Director and special guests.
  2. I possess a Ph.D. or equivalent doctoral degree.
  3. I possess 3 full years of progressively higher level graduate education leading to such a degree.
  4. I possess a combination of post high school education and experience that together meet the qualification requirements for this position.
  5. I do not possess the experience and/or education described above.


* 2.Have you managed the schedule of meetings, events, and other obligations for a senior executive with multiple, changing, and often conflicting demands?
  1. Yes
  2. No


* 3.Do you have experience researching and/or analyzing administrative problems and developing recommendations?
  1. Yes
  2. No


* 4.Do you have experience performing management planning, meeting planning, and coordinating and organizing schedules and activities while working directly for a senior agency official?
  1. Yes
  2. No


* 5.Do you have experience using discretion and maintaining the confidentiality of sensitive or controversial issues?
  1. Yes
  2. No


* 6.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 independently prepared office guidance or instructions on correspondence practices that covered items such as acceptable format, spelling, grammar, or punctuation.
  6. 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.
  7. I have prepared memoranda, letters, or other similar documents for signature by others.
  8. I do not have this kind of experience.


* 7.Have you prepared documents in response to Freedom of Information Act (FOIA) requests?
  1. Yes
  2. No


* 8.Which of the following tasks have you completed on a regular basis?
  1. I have taken, summarized and distributed meeting minutes.
  2. I have composed executive correspondence.
  3. I have researched and composed responses to public inquiries.
  4. I have collected and assembled information into a variety of reports.
  5. I have developed background information into talking points.
  6. I have not performed any of the above tasks.


* 9.Choose the statement that best describes your ability to maintain composure in stressful situations when dealing with a variety of people.
  1. My previous positions have not required me to deal with a variety of people in stressful situations.
  2. I have had limited experience handling stressful situations which dealt with a variety of people. When I did, my supervisor or a senior employee was there to assist me in these situations.
  3. I have served in positions where I had to maintain composure in stressful situations dealing with a variety of people. I was usually able to do this without the review or intervention of my supervisor.
  4. I have served in a variety of positions where I maintained composure in stressful situations dealing with a variety of people. I was able to do this independently without the intervention of my supervisor or a senior level person.


* 10.Select the response representing your highest level of experience organizing work that required coordination and follow up with others.
  1. I do not have experience organizing work that required coordination and follow up with others.
  2. I have organized my own priorities to ensure that responses to action items are timely. I organized my work using a day planner or calendar to regularly ensure that documents and action items are completed timely by the responsible party or parties.
  3. I kept actively aware of requests for special action or information and followed up with the appropriate personnel to ensure timely and appropriate response.
  4. I regularly coordinated and collected responses from other work units or team members in response to specific tasks. I summarized responses received and ensured that the supervisor had necessary and relevant background information and materials.
  5. I regularly anticipated upcoming tasks that could result from meetings or electronic mail traffic. I notified the relevant parties or offices that may be tasked with action. I coordinated the receipt of information, followed up to ensure information was received timely, and informed the supervisor of my actions.


* 11.Have you worked in a position where you served as a senior manager`s confidential assistant?
  1. Yes
  2. No


* 12.Select the response(s) that reflect your experience with written communications.
  1. I attend meetings to take notes and compose summaries.
  2. I compose a variety of correspondence and ensure correct punctuation, capitalization, spelling, grammar, and conformance to style.
  3. I utilize a variety of software applications to develop reports, summaries, charts, presentations, and graphs.
  4. None of the above.


* 13.Select the response(s) that best reflects your experience writing and/or editing.
  1. I review correspondence for clarity, coherence, spelling and return it to the originator for correction and/or formatting.
  2. I prepare responses to both routine and complex requests.
  3. I write instructions on routing slips.
  4. I prepare minutes of teleconferences and staff meetings.
  5. I write and edit routine and unusual correspondence.
  6. None of the above.


* 14.Choose the responses that describe your experience preparing and coordinating written materials for an office.
  1. Prepared correspondence and reports addressing clerical and administrative issues.
  2. Wrote and edited non-technical documents summarizing data or information.
  3. Prepared administrative documents and correspondence based on knowledge of the supervisor`s views.
  4. Gathered data and compiled the results.
  5. None of the above.


* 15.Regarding your ability to communicate in writing, please identify each task that you performed on a regular basis:
  1. Provided information to other specialists for use in preparation of responses and reports.
  2. Prepared memos and letters in response to a variety of non-scientific issues.
  3. Prepared narrative responses and reports to present analysis and evaluations of program data.
  4. Prepared statistical reports on program activities.
  5. None of the above.


* 16.Do you have experience or training using fact-finding and analytical techniques to evaluate established procedures and identify problems in administrative systems?
  1. Yes
  2. No


* 17.Select the areas in which you have experience.
  1. Collecting, reviewing, analyzing, and producing a summary of material in areas where precedents may be lacking.
  2. Dealing on a priority basis with a variety of material and tasks under tight deadlines.
  3. Working independently.
  4. Working interdependently with a varied group of people from all levels within the agency.
  5. Working as a COTR - including developing a Statement of Work and serving on the technical review panel.
  6. None of the above.


* 18.Regarding your ability to communicate (other than in writing), please identify each task that you performed on a regular basis:
  1. Communicated and worked with higher level individuals and peers with common purposes and goals.
  2. Conveyed, presented, or exchanged factual information with other personnel.
  3. Participated in oral discussion with varying sources inside and outside the organizational unit to obtain, clarify, or convey facts or information.
  4. Influenced managers or others to accept and implement findings and recommendations on organizational improvement or program effectiveness.
  5. None of the above.


* 19.Choose the response that best describes your experience using automated technology to carry out analysis and data collection activities:
  1. I have applied automated systems, applications, and tools in routine activities to perform standard functions such as data analysis and document maintenance.
  2. I have used automated systems, applications, and tools to resolve conventional problems in an established area. For example, I have input, stored, and retrieved data in multiple formats. I have also used the Internet to perform research.
  3. I have completed assignments in a difficult program area using automated systems applications, tools, and techniques of data acquisition and analysis. I performed statistical analysis and summarized data using computer software packages.
  4. None of the above.


* 20.Please choose each analytical and evaluative method and technique you have used to analyze program issues and/or problems concerning the efficiency and effectiveness of program operations.
  1. Information collection
  2. Information analysis
  3. Writing
  4. Editing
  5. Data Mining
  6. Spreadsheets
  7. Abstracting
  8. Information Dissemination
  9. None of the above.


* 21.Which of the following tasks have you completed in order to manage travel arrangements to include making reservations and completing documentation to facilitate the travel of staff and executives?
  1. I have not had an opportunity to make travel arrangements for others.
  2. I have made domestic travel reservations including airline, hotel, or rental car reservations for other staff by following organizational travel procedures.
  3. I have made international travel reservations including airline, hotel, or rental car reservations for other staff by following organizational travel procedures.
  4. I have prepared supporting documentation for domestic or international travel (e.g. travel authorizations, travel vouchers, clearance) in accordance with organizational travel procedures.
  5. I have reviewed and verified documentation prepared by others for domestic or international travel (e.g. travel authorizations, travel vouchers, clearance) in accordance with organizational travel procedures.
  6. I have prepared travel itineraries for others.
  7. I have used automated systems to make travel plans.
  8. I have independently resolved problems with the reservations or travel arrangements I have made for others.
  9. Based on my understanding of scheduling and preferences, I have routinely and independently committed a supervisor to travel reservations without advance approval.


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


* 23.I have significant experience performing the following administrative duties:
  1. Maintaining a supervisor`s calendar.
  2. Making appointments for a supervisor by coordinating schedules with other meeting participants.
  3. Completing employee time and attendance records.
  4. Making transportation and hotel arrangements for staff members.
  5. Booking conference space and obtaining catering services.
  6. Assuring timely payment of office bills.
  7. Preparing travel expense reports for staff members.
  8. Ordering and purchasing office supplies.
  9. None of the above.


* 24.I have used a variety of applications to:
  1. Enter information into an automated database.
  2. Query databases for information.
  3. Develop reports of information contained in an automated database.
  4. Compile and summarize information from an automated database.
  5. Develop tables to organize data.
  6. Utilize spreadsheets in daily work assignments to track data.
  7. Edit and merge documents using a personal computer.
  8. Use advanced features such as redline, strikeouts, macros, and columns.
  9. Utilize graphics in the preparation of automated forms and documents.
  10. Troubleshoot minor computer problems.
  11. Import and export files.
  12. Insert objects, tables, and charts into documents.
  13. None of the above.


* 25.Select the responses reflecting your level of experience maintaining a supervisor`s calendar.
  1. I have scheduled appointments on the calendar when told to do so by my supervisor.
  2. 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.
  3. I scheduled appointments and conferences for my supervisor based on my knowledge of the supervisor`s schedule and without obtaining prior clearance.
  4. None of the above.






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).