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NARA vacancy in records management (Suitland, MD)



National Archives and Records Administration
PUBLIC NOTICE ANNOUNCEMENT

Vacancy Identification Number:  CK118372 JM
Position:  SUPERVISORY ARCHIVES SPECIALIST 
Salary:  $53,156.00 - $82,180.00 per year
Opening Date:  Aug 13, 2001           Closing Date:  Sep 04, 2001 

Your completed application package must be postmarked to the Kansas City Service Center by the closing date.
Series and Grade(s):  GS-1421-12/13 
Promotion Potential:  GS-13 
This is a Career/Career Conditional position.

EMPLOYING AGENCY & DUTY LOCATION: National Archives and Records Administration, Office of Records Services - Washington DC, Modern Records Programs, Washington National Records Center, Reference Service Branch, Suitland, MD

Important Notes: 
1. RELOCATION EXPENSES WILL BE PAID.
2. U.S. citizenship is required.
3. Position requires background investigation
4. In accordance with 5 USC 3303, recommendations by a Senator or Representative may not be considered except as to the character or residence of the applicant.
5. Use of postage paid official government envelopes to mail job applications is a violation of Federal regulations.
6. Enrollment in Direct Deposit/Electronic Funds Transfer is required as a condition of employment for all new employees.
7. This agency provides reasonable accommodations during the application process to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please contact us. The decision on granting reasonable accommodation will be on a case-by-case basis.

NARA's MISSION: The National Archives and Records Administration (NARA), an independent Federal agency, is at the forefront in fields from document preservation to electronic records. Exciting developments in these fields, along with NARA's growing leadership in information technologies, make it a vital and interesting place to work. By ensuring ready access to essential evidence -documentation from all three branches of the Federal Government of the rights and entitlements of citizens, the actions for which Federal officials are accountable, and the national experience -NARA is uniquely important in a democratic system that depends upon the preservation and availability of such documentation.
At more than thirty sites across the country - regional archives and records services facilities, Presidential libraries, and three major buildings in the Washington, DC, area - NARA safeguards and makes available millions of records in a variety of media ranging from our Declaration of Independence and Constitution to a rapidly increasing number of modern electronic files. NARA each year welcomes to its exhibits nearly two million visitors and serves the needs of thousands of researchers. NARA assists Federal agencies in documenting their activities; publishes the Federal Register and other official documents; oversees Federal declassification policies; and makes grants supporting initiatives to document American history.

ABOUT US: The Washington National Records Center (WNRC) is a modern brick building located on a well landscaped Federal complex in Suitland, Maryland just outside the southern boundary of the District of Columbia. The WNRC has convenient access to Pennsylvania Avenue and the Suitland Parkway in Prince George's County and ample free parking is available. The Suitland METRO rail station, built on the Southeast corner of the Federal complex, opened in January, 2001 and operates in conjunction with existing public bus service. Free shuttle service is available for NARA employees from the Suitland METRO station to the front door of the WNRC. As the second largest Center in the system, the WNRC offers a variety of career paths for archives aids, technicians, and archivists. The WNRC, a repository for over 300 record groups with a high percentage of non-textual, classified, and pre-archival records, provides an interesting and challenging professional work environment.

Duties:  Formulates reference service program objectives of the Branch and establishes operating procedures and appropriate work assignment plans. Determines and recommends to the Assistant Director program goals for all Reference Service Branch functions. Evaluates program accomplishments and utilization of resources. 
Negotiates with key officials from Federal agency headquarters offices concerning the reference services to be provided, and restrictions on access to records. 
Analyzes records to determine efficient methods of providing reference service. Develops searching guides and forms to assist Federal agencies in resolving service problems. Maintains familiarity with Federal agency filing systems. Conducts and documents studies to determine adequacy of space, facilities, and equipment for storage and servicing of records in the Center.
Shares the responsibility for ensuring the security of all records in Center custody, within available resources, from the hazards of fire; theft; unauthorized release of information contained in the files; physical deterioration; and damage from water or other natural causes. Shares responsibility for ensuring compliance with the legal restrictions relating to the large volume of security classified records (16 U.S.C. 795) in the Center.
Coordinates safety programs for the Branch and ensures adherence to OSHA standards and NARA/WNRC safety rules. Conducts safety meetings and inspections. Ensures that facility-related safety and health problems are reported or corrected.
Directly supervises one GS-12 Assistant Branch Chief, one GS-9 Archives Specialist, and one GS-5 Secretary. Through the Assistant Branch Chief, supervises two GS-9 Section Chiefs and the rest of the Branch.
 
Qualification Requirements:  To be considered for this position, you must meet one of the following requirements:
GS-11: One year of specialized experience equivalent to at least the GS-11 level of the Federal service. The specialized experience must have demonstrated the ability to perform the duties of the position, and provided the candidate with the following: knowledge of records reference procedures; ability to communicate orally and in writing; knowledge of space management practices in a records center environment; ability to analyze and select appropriate actions. 

GS-12 One year of specialized experience equivalent to at least the GS-12 level of the Federal service. The specialized experience must have demonstrated the ability to perform the duties of the position, and provided the candidate with the following: knowledge of records reference procedures; ability to supervise; ability to communicate orally and in writing; knowledge of space management practices in a records center environment; ability to analyze and select appropriate actions. 
Other Information:  To be eligible for Federal employment, male applicants born after December 31, 1959 must certify at the time of appointment that they have registered with the Selective Service System, or are exempt from having to do so under Selective Service law.

Basis of Rating:  Ratings will be based on responses to the occupational questions in this document.  Please follow all instructions carefully.   Errors or omissions may affect your score.  Qualified candidates will be assigned a rating between 70 and 100.
Important Information for Surplus or Displaced Federal Employees:  Those who have special selection priority rights under the Agency Career Transition Assistance Program (CTAP) and the Interagency Career Transition Assistance Program (ICTAP) must be well qualified to receive this special consideration.  CTAP and ICTAP eligibles will be considered well-qualified if they receive a score of 90 or above (excluding veterans' preference points).
Current or former Federal employees seeking consideration under CTAP/ICTAP must submit proof that they meet the program requirements.  This includes a copy of the agency notice, a copy of the most recent performance rating and a copy of their most recent SF-50 noting current or last position, grade level and duty location.  Please annotate your application to reflect that you are applying as a CTAP or ICTAP eligible.

How to Apply:  Your application will consist of three components.  The first component consists of completing an occupational questionnaire.  The second component is your resume.  The final component of your application consists of "other" materials.  Examples of these other materials include your college transcripts (if required) and documentation of veteran status (if applicable).  Instructions on completing and submitting these items follow.
Remember:  Your materials must be POSTMARKED by the closing date.  If they are not, or if your materials are incomplete, you may not be considered for this position.  You are solely responsible for the delivery of your materials to our office.  We cannot be responsible for illegible fax transmissions, delays in mail service, etc.  Your materials will not be returned; therefore, do not submit original documents that you may need in the future (submit copies instead).

STEP ONE - COMPLETE AND SUBMIT THE OCCUPATIONAL QUESTIONNAIRE
Submit your answers on-line via the USAJOBS website.
1. Connect to USAJOBS at http://www.usajobs.opm.gov 
2. Click on "On-line Application" from the USAJOBS logo or the text line below the logo 
3. Click on "Complete On-line Occupational Questionnaire" 
4. Scroll down the screen until the "Enter Control Number or Vacancy Identification Number" boxes appear 
5. Enter Vacancy ID CK118372 IN THE RIGHT-HAND BOX and click on "Submit" to begin the on-line application 
6. Follow the instructions below for the rest of the items, clicking "Next" at the bottom of each part of the application to check for completeness and continue
We strongly encourage you to complete the Occupational Questionnaire using the on-line method since it is the most efficient way for us to process your responses. If you are unable to submit your responses on-line, refer to the alternatives described under "Alternative Methods for Completing Occupational Questionnaire" at the end of this announcement.
Instructions for answering the questions in the Occupational Questionnaire:
Use the following instructions to fill out the required questionnaire.  You may omit optional information; but you must respond to all required questions.  Double-check your questionnaire before submitting it.  You must submit your on-line questionnaire by midnight Eastern Time on the closing date of this announcement.
Occupational Questionnaire
Social Security Number
Required.
Vacancy Identification Number
The Vacancy Identification Number is CK118372 .  This field does not appear on the on-line application. You would only need to enter it if using an alternative application method. See "Alternative Methods for Completing Occupational Questionnaire" at the end of this announcement.
1. Title of Job
This field does not appear on the on-line application. You would only need to enter it if using an alternative application method. See "Alternative Methods for Completing Occupational Questionnaire" at the end of this announcement.
2. Biographic Data
All biographic data is required, except for your phone number(s) and contact time.
3. E-Mail Address
Your e-mail address is optional. 
Notify me by E-Mail
E-Mail Address
4. Work Information
5. Employment Availability
Questions A through D are required.  Answer with Y for yes, and N for no.
6. Citizenship
Required. Are you a citizen of the United States?
7. Background Information
On the C Form, you will leave this section blank. The Online Application will not ask you this question.
8. Other Information
9. Languages
On the C Form, you will leave this section blank. The Online Application will not ask you this question.
10. Lowest Grade
Required. Enter the lowest grade level (GS-12  through GS-13) you will accept. 
11. Miscellaneous Information
On the C Form, you will leave this section blank. The Online Application will not ask you this question.
12. Special Knowledge
On the C Form, you will leave this section blank. The Online Application will not ask you this question.
13. Test Location
On the C Form, you will leave this section blank. The Online Application will not ask you this question.
14. Veteran Preference Claim
Required.  Enter your claim for veterans' preference.
For the following items, enter date information in this format:  MM/DD/YYYY.  
15. Dates of Active Duty - Military Service
16. Availability Date
17. Service Computation Date
18. Other Date Information
19. Job Preference
On the C Form, you will leave this section blank. The Online Application will not ask you this question.
20. Occupational Specialties
Required.  Enter the occupational specialty code.  The code for this position is: 
001 NONE

21. Geographic Availability
Required.  Enter the location code.  The location code for this position is: 
0675 WASHINGTON METRO AREA, DC
22. Transition Assistance Plan
Please answer these questions ONLY if you are a CTAP or ICTAP eligible.  If you have not been separated by a reduction in force from a Federal agency within the last year, YOU CANNOT ANSWER YES TO EITHER OF THESE QUESTIONS.
23. Job Related Experience
Years
Months
24. Personal Background Information
On the C Form, you will leave this section blank. The Online Application will not ask you this question.
25. Occupational Questions
1. From the descriptions below, select the appropriate response based on the HIGHEST level of education and/or experience that you fully possess and that demonstrates your ability to perform the duties of this position. SELECT ONLY ONE LETTER.
A. I possess one year of specialized experience equivalent to at least the GS-11 level of the Federal service. The specialized experience demonstrated my ability to perform the duties of this position, and provided me with the following: knowledge of records reference procedures; ability to supervise; ability to communicate orally and in writing; knowledge of space management practices in a records center environment; ability to analyze and select appropriate action.
B. I possess one year of specialized experience equivalent to at least the GS-12 level of the Federal service. The specialized experience demonstrated my ability to perform the duties of this position, and provided me with the following: knowledge of records reference procedures; ability to supervise; ability to communicate orally and in writing; knowledge of space management practices in a records center environment; ability to analyze and select appropriate action.
C. I do not possess the required education and/or experience to qualify for this position. In other words, I may not be considered for this position.
For each task in the following group, choose the statement from the list below that best describes your experience and/or training. Please select only one letter for each item.
A- I have not had education, training or experience in performing this task.
B- I have had education or training in performing this task, but have not yet performed it on the job.
C- I have performed this task on the job. My work on this task was monitored closely by a supervisor or senior employee to ensure compliance with proper procedures.
D- I have performed this task as a regular part of a job. I have performed it independently and normally without review by a supervisor or senior employee.
E- I am considered an expert in performing this task. I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.
2. Formulate reference service program objectives.
3. Establish reference service program operating procedures.
4. Establish reference service program work assignment plans.
5. Determine and recommend reference service function goals.
6. Evaluate program accomplishments and use of resources.
7. Negotiate reference services provided, and restrictions on access to records.
8. Deal with customers with missions having a high degree of sensitivity.
9. Direct projects and programs that have an impact on national operations.
10. Conduct studies, develop procedures, and provide technical evaluations of programs for the national application.
11. Develop, direct, and sustain policies, procedures, relationships, and joint agreements.
12. Make written and oral presentations to high level officials of serviced customers.

13. Develop and maintain Government Performance and Results Act (GPRA) databases or the equivalent.
14. Oversee the creation, collection, and maintenance of various databases used to report 24-hour reference service as well as customer complaints and various reference volumes by agency.
15. Develop new databases using the latest computer technology to document reference service projects involving the entry of thousands of data entries.
16. Analyze records to determine efficient methods of providing reference service.
17. Develop searching guides and forms to assist customers in resolving service problems.
18. Conduct and document studies to determine adequacy of space, facilities, and equipment for storage and servicing of records.
19. Make decisions with large dollar impacts for potential savings in space reduction and overall productivity of operational elements.
20. Conduct and document studies in record groups where a high rate of reference research is performed resulting in marginally acceptable reference service production rates.
21. Survey various record groups for the purpose of analyzing the volume and nature of reference services furnished.
22. Study operations for the purpose of discovering repetitious, unnecessary, or excessively time-consuming operational steps.
23. Ensure the security records in custody from the hazards of fire; theft; unauthorized release of information; physical deterioration; and damage from water or other natural causes.
24. Ensure compliance with the legal restrictions relating to a large volume of security classified records.
25. Coordinate safety programs ensuring adherence to OSHA standards and safety rules.
26. Conduct safety meetings and inspections.
27. Ensure that facility-related safety and health problems are reported or corrected.
28. Establish equipment maintenance program to repair equipment and ensure safety.
29. Participate in budget planning by furnishing relevant data on activities.
30. Review and approve subordinate supervisory recommendations on determining personnel resource requirements.
31. Review and approve subordinate supervisory recommendations on selection of personnel.
32. Review and approve subordinate supervisory recommendations on changes in workflow and operating procedures.
33. Review and approve subordinate supervisory recommendations on quality review programs.
34. Review and approve subordinate supervisory recommendations on disciplinary actions.
35. Review and approve subordinate supervisory recommendations on performance standards for performance appraisals and award recommendations.
36. Approve or disapprove annual and sick leave requests for subordinate supervisory personnel.
After you submit your on-line Occupational Questionnaire you will receive a Thank You message stating that your application for vacancy CK118372 has been received. You should now proceed to Steps Two and Three of the vacancy announcement to find out how to submit your resume and other application materials. 
STEP TWO - SUBMIT A WRITTEN APPLICATION OF YOUR CHOICE (RESUME, OF-612, ETC.)  Be sure you provide all of the information requested below:
Job Information:  Vacancy Identification Number (CK118372 ) title and grade(s) for which you are applying.
Personal Information:  Full name, mailing address and day/evening telephone numbers, Social Security Number, Country of Citizenship, highest Federal grade held, job series and dates of employment in grade (if applicable).
Education:  High School name and date of diploma or GED, Colleges/Universities attended and major field(s) of study, type and year of degree(s) received.  If no degrees received, show total credit hours received.
Work Experience:  For each paid or non-paid position held THAT IS RELATED TO THIS POSITION, provide the following:  Job title, duties and accomplishments, hours per week, employer's name and address, supervisor's name and phone number, starting and ending dates of employment (month and year), and salary.  Indicate whether your current supervisor may be contacted.
Other Qualifications:  Job-related training courses, job-related skills, job-related certificates and licenses, job-related honors, awards, and special accomplishments.
STEP THREE - SUBMIT OTHER APPLICATION MATERIALS, AS NECESSARY.
Submit the following materials if necessary:  For Veterans' Preference, submit proof (such as a DD-214, SF-15 and the proof requested on the SF-15) to verify your eligibility for preference.  If you claim to qualify for this position based on education, YOU MUST SUBMIT COPIES OF YOUR COLLEGE TRANSCRIPTS.  These must be in English.  Photocopies are acceptable.  If you are applying and eligible for a non-competitive appointment (disabled veteran appointment, veterans' readjustment act appointment, etc.), submit the required documentation and annotate your application.   
How to Submit your Resume and Other Application Materials
When you have completed your resume as requested in Step Two, and assembled the materials requested in Step Three, mail your resume and other application material to:
U.S. Office of Personnel Management
ATTN: Vacancy Identification Number CK118372 
601 East 12th Street, Room 131
Kansas City MO 64106
You may also submit your resume and other application material via fax using the following fax number: (816) 426-5104.
 
Alternative Methods for Completing Occupational Questionnaire 
Submit your answers via telephone (long distance charges may apply):
a. Dial 1-478-757-3135 
b. Listen and follow the instructions 
c. Enter Vacancy ID Number  06118372 (Note: number appears different than elsewhere in this vacancy announcement to enable telephone application system to process your application) 
d. Enter your Social Security Number 
e. Some questions require a yes or no answer. Enter 1 for Yes; 2 for No 
f. Follow the instructions under "Instructions for answering the questions in the Occupational Questionnaire" for the rest of the items. To record your responses to the occupational questions, you must use the numbers on the telephone keypad by selecting 1 for A; 2 for B; 3 for C; 4 for D; 5 for E, etc. When you have finished entering your responses to the questions, you will be given a chance to review and correct your responses.
OR 
Submit your answers via paper application Form C (OPM Form 1203-FX): Paper application forms are available to those who are unable to complete the on-line application or telephone application process. Please apply on-line or by telephone, if possible. Using paper application forms may delay the processing of your application. 
To obtain the Form C (OPM Form 1203-FX) on the web, you can:  Print the form from http://www.opm.gov/forms/pdfimage/opm1203fx.pdf.  You can also obtain this form from the Office of Personnel Management (OPM) main web page. The OPM main web page is located at www.opm.gov. Click on these links: Site Index; Forms; Office of Personnel Management (OPM) Forms; and finally OPM 1203 FX.  To obtain the form by phone via USAJOBS, follow these steps:  Call USAJOBS by Phone at (478)757-3000.  After the introductory message, press 1 to begin.  At the main menu, select 3 to request forms and then 1 to begin recording.  At the prompt, enter your zip code.  At the next prompt, ask for Form 1203-FX.  At the next prompt, record your name, address and telephone number.  The system will allow you to review and change your request, address and telephone. When you are ready, press 3 to save your request. The form will be mailed to you. 
To complete the paper Form C, follow the instructions under "Instructions for answering the questions in the Occupational Questionnaire." Be sure to enter your Social Security Number and the Vacancy Identification NumberCK118372at the top of each of the six pages of the form.  Mail the completed Form C to us at the address listed in the paragraph "How to Submit your Resume and Other Application Materials" above.
ALL APPLICANTS ARE CONSIDERED WITHOUT REGARD TO RACE, RELIGION, COLOR, NATIONAL ORIGIN, SEX, POLITICAL AFFILIATION, AGE (WITH AUTHORIZED EXCEPTIONS) OR ANY OTHER NONMERIT FACTOR.

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