Month: July 2017

Administrative Assistant (GS-0303) Jobs With the Federal Government

Posted on by Betty Boyd

This series includes positions the duties of which are to perform or supervise clerical, assistant, or technician work for which no other series is appropriate. The work requires a knowledge of the procedures and technique involved in carrying out the work of an organization and involves application of procedures and practices within the framework of established guidelines.

The federal government employs 59,819 in this occupation of which 1,340 work overseas. The Veterans Affairs is the largest employer with 11,426, followed by the Department of the Army with 10,340 civilians and the Department of Commerce with 9,006. All cabinet level and most large agencies employ this occupation.

Federal Government Requirements:

  • You must be a U.S. citizen to apply
  • The yearly salary for a GS-06 is $43,964 to $57,158 per year

Typical Duties & Occupational Profile:

Administrative assistants create and maintain filing systems.

Administrative assistants perform routine clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

Duties

Administrative assistants typically do the following:

  • Answer telephones and take messages or transfer calls
  • Schedule appointments and update event calendars
  • Arrange staff meetings
  • Handle incoming and outgoing mail and faxes
  • Prepare memos, invoices, or other reports
  • Edit documents
  • Maintain databases and filing systems, whether electronic or paper
  • Perform basic bookkeeping

Administrative assistants perform a variety of clerical and administrative duties that are necessary to run an organization efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate libraries. Secretaries and administrative assistants also use videoconferencing, fax, and other office equipment. Specific job duties vary by experience, job title, and specialty.

Executive administrative assistants provide high-level administrative support for an office and for top executives of an organization. They often handle more complex responsibilities, such as reviewing incoming documents, conducting research, and preparing reports. Some also supervise clerical staff.

Administrative assistants, except legal, medical, and executive is the largest subcategory of administrative assistants. They handle an office’s administrative activities in almost every sector of the economy, including schools, government, and private corporations.

Education

High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Training

Administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time, they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Important Qualities:

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

The occupational profile information was excerpted from the Occupational Handbook (OOH) published by the Department of Labor.

Job Announcements (Vacancies)

GS-0303 Administrative Assistant (Excerpted from USA Job Announcement)

Duties

  • Applying knowledge of the various types of software capabilities and functions to resolve problems and complete standard/nonstandard assignments
  • Updating database as necessary to add, remove, revise, or replace equipment information and establish or modify preventive maintenance requirements
  • Establishing and maintaining subject matter files for supervisor’s use in preparing recommendations for projects.
  • Producing a variety of recurring reports, charts, and statistical data relating to workload, timeliness, and quality control
  • Coordinating with a variety of individual inside and outside of the local organization to determine the appropriate person for responding to technical inquiries.

Job Prospects:

(Source: U.S. Bureau of Labor Statistics, Employment Projections Programs)

Overall employment of administrative assistants is projected to grow 3 percent from 2014 to 2024, slower than the average for all occupations.

Employment of administrative assistants is projected to decline 6 percent from 2014 to 2024. This is largely because many executive administrative assistants can support more than one manager in an organization. In addition, many managers now perform work that was previously done by their administrative assistants. For example, they often type their own correspondence or schedule their own travel and meetings.

Many job openings are expected to come from the need to replace administrative assistants who leave the occupation.

Those with a combination of related work experience and experience using computer software applications to perform word processing and create spreadsheets should have the best job prospects.

Credits:

Helpful Career Planning Tools

The information provided may not cover all aspects of unique or special circumstances, federal and postal regulations, and programs are subject to change. Our articles and replies are time sensitive. Over time, various dynamic human resource guidance and factors relied upon as a basis for this article may change. The advice and strategies contained herein may not be suitable for your situation and this service is not affiliated with OPM, the postal service or any federal entity. You should consult with school counselors, hiring agency personnel offices, and human resource professionals where appropriate. Neither the publisher or author shall be liable for any loss or any other commercial damages, including but not limited to special, incidental, consequential, or other damages

Is a Move to the Private Sector in Your Future?

Posted on by Donna Day

Thinking about leaving the Federal Sector? You are not alone, with the Internet explosion and specifically the cybersecurity challenges we are facing today, many of our colleagues are leaving their federal jobs to join private companies across the globe and embarking on new careers. However, a major move like this should not be taken lightly…there are many things to consider including: is it worth it, how do I go about it…. what about job security? These questions along with a host of others will be explored as we discuss the ins and outs of a potential transition to a private sector career.

Vesting – In order to be eligible to receive at least a partial FERS retirement benefit there is a five year creditable civilian service requirement. If you have 5 years or more of federal service when you leave you will be able to collect a deferred annuity at age 62 for life. You will also have the option of either retaining your Thrift Savings Plan (TSP) account or move it to your new employer’s plan; this is a critical component since you may wish to ensure your TSP is retained if you plan on eventually returning to federal service. The FERS benefit booklet provides a wealth of details and information on vesting, contributions, benefits and more.

For example, if you worked 20 years in federal service and had an average high three year earnings of $100,000 a year your benefit at age $62 would be $20,000 a year for the remainder of your life. Your annuity would be adjusted annually for cost of living increases.  This defined benefit is worth retaining and it complements your Social Security, TSP, and other retirement savings that you would have from your new employer. Many choose to cash-in their FERS accounts when they leave and years later regret they gave up a fixed annuity for life. Secondly, if they cash it out and end up back in federal service they have to repay the amount withdrawn in order to have the years you worked previously in government added back to fund your FERS retirement.

It should also be noted that in your new private sector job survivor and disability benefits would not be available until the required 18 months of civilian service has been achieved.

Reinstatement Rights  – If you have at least three years of federal service you have certain reinstatement rights and it is easier to return to federal service. Reinstatement allows former federal employees to reenter the Federal competitive service workforce without competing with the general public. Former federal employees may apply for any open civil service examination, but reinstatement eligibility also enables you to apply for Federal jobs open only to status candidates, those already working in government.

Salary Statistics – review potential salaries from the Occupational Outlook Handbook for the following groups:

Some major reasons for making the change from government to private sector include: better compensation, a change in work roles, flexibility and/or work and life balance, or a major life event. Many employees are in demand, and particularly those with law enforcement, intelligence, leadership and cybersecurity expertise. Given this, those wishing to make this change must rewrite their background and experience to fit the private sector; becoming more of an entrepreneurial spirit while meeting the needs of a global corporation are usually expected. With a faster pace, focus on productivity and profit, additional responsibilities and greater accountability, government employees must understand all of the changes surrounding a potential private sector position.

On the positive side, you will find a solid work ethic in the private sector as employees work to get the job done, and in fact, the rewards can be significantly more than what you experienced in the federal sector.

On the challenging side, you can expect longer working hours, and adoption of new skills and new challenges. You will certainly want to do your homework, research companies of interest, weigh the pros and cons, and take into consideration personality, cultural and logistical changes as well.

Early career planning, solid mentors and relationship building are critical components when making a shift. Career counseling is a must to navigate this type of change; reach out to others within your personal and professional network for advice, guidance and support. In many cases, moving to the private sector can not only satisfy financial goals and objectives, but can also offer great flexibility (closer to home and/or part time hours). By doing your homework, determining whether to work for a small or larger company, a service or product based firm, or type of role, planning is key. In addition, talking with government colleagues who already moved to the private sector can prove extremely helpful; listen to their challenges, pitfalls and positive outcomes in order to take everything into consideration for a comprehensive decision.

Be sure to address your financial situation; can you afford to take a risk at this time in your life should the new job not go as expected; is there an opportunity to return to your former agency through the use of reinstatement rights as mentioned previously in the article?

Transitioning to the private sector can be scary, but extremely rewarding with the right planning. By staying connected, taking your time, and doing your own research, you can land that (next) dream job, easily.

References:

References & Career Planning Tools 

The information provided may not cover all aspects of unique or special circumstances, federal and postal regulations, and programs are subject to change. Our articles and replies are time sensitive. Over time, various dynamic human resource guidance and factors relied upon as a basis for this article may change. The advice and strategies contained herein may not be suitable for your situation and this service is not affiliated with OPM, the postal service or any federal entity. You should consult with school counselors, hiring agency personnel offices, and human resource professionals where appropriate. Neither the publisher or author shall be liable for any loss or any other commercial damages, including but not limited to special, incidental, consequential, or other damages.

Hot Jobs and Career Trends through 2024

Posted on by Betty Boyd

According to the Bureau of Labor Statistics (BLS), “the labor force is projected to grow over the next 10 years at an average annual rate of 0.5 percent, a slower rate than in recent decades. Demographic factors—including slower population growth and the aging of the U.S. population—in addition to the declining labor force participation rate will be responsible for the projected growth of the labor force.”

The BLS also indicates that “the labor force is anticipated to grow by 7.9 million, reflecting an average annual growth rate of 0.5 percent, over the 2014–24 period. The growth in the labor force during that time span, is projected to be smaller than in the previous 10-year period, 2004–14, when the labor force grew by 8.5 million, or 0.6 percent, annually, on average.

Individual trends for federal government employment are incorporated within each occupational BLS profile.  The federal sector is projected to decrease by up to 15% by 2024 however that isn’t across the board. Certain federal  occupations may increase their numbers during this time period depending on proposed organizational changes implemented by the party in power. You have to use the BLS’s detailed statistical tables to view the changes in each government and private sector occupational category.

Women will have an increased role in the labor force and their numbers will grow from 46.8 percent in 2014 to 47.2 percent in 2024. During this same period, the number of men is projected to grow by 0.4 percent, which is slower than the previous decade. The rate will be downward from 53.2 percent in 2014 to 52.8 percent in 2024.

According to BLS “The labor force will continue to age, with the average annual growth rate of the 55-years-and-older group projected to be 1.8 percent, more than 3 times the rate of growth of the overall labor force. The group’s share of the labor force is anticipated to increase from 21.7 percent in 2014 to nearly 25 percent in 2024.”

The BLS does analysis every two years on the various job categories that will be relevant for the next ten years. The latest data available, December 2015 for the 2014-2024-time period. BLS indicates “these projections, labor force participation rates are analyzed and projected for more than 136 different groups, including men and women as well as 17 age groups and 4 race and ethnic groups. The basis of these projections is the past long-term behavior of the labor force participation rate in each of a number of detailed categories according to the data provided by the BLS Current Population Survey (CPS) Program.”

To get more information about labor force projections visit the BLS website.

Hot Job Trends

The BLS cites, “Healthcare occupations and industries are expected to have the fastest employment growth and to add the most jobs between 2014 and 2024. With the increase in the proportion of the population in older age groups, more people in the labor force will be entering prime retirement age.”

Additionally, the BLS states, “the labor force participation rate is projected to decrease and labor force growth to slow. This slowdown of labor force growth is expected, in turn, to lead to Gross Domestic Product (GDP) growth of 2.2 percent annually over the decade. This economic growth is projected to generate 9.8 million new jobs—a 6.5-percent increase between 2014 and 2024.”

Here are some interesting statics from the BLS on why the health care and related industries will be at the top:

Labor Force and the Macroeconomy 

  • The civilian labor force is projected to reach 163.8 million in 2024, growing at an annual rate of 0.5 percent.
  • The labor force continues to age. The median age of the labor force was 37.7 in 1994, 40.3 in 2004, 41.9 in 2014, and is projected to be 42.4 in 2024. At the same time, the overall labor force participation rate is projected to decrease from 62.9 percent in 2014 to 60.9 percent in 2024.
  • The labor force participation rate for youth (ages 16 to 24) is projected to decrease from 55.0 percent in 2014 to 49.7 percent in 2024. The youth age group is projected to make up 11.3 percent of the civilian labor force in 2024 as compared with 13.7 percent in 2014. In contrast, the labor force participation rate for the 65-and-older age group is projected to increase from 18.6 percent in 2014 to 21.7 percent in 2024. This older age group is projected to represent 8.2 percent of the civilian labor force in 2024 as compared with 5.4 percent in 2014.
  • Labor force diversity is projected to increase, with white non-Hispanics making up 59.6 percent of the civilian labor force in 2024, compared with 64.6 percent in 2014.
  • Real GDP (2009 chained dollars) is projected to grow at an annual rate of 2.2 percent, from $16.1 trillion in 2014 to $19.9 trillion in 2024.
  • Within GDP, medical services will continue to grow as a share of nominal personal consumption expenditures. This category is projected to account for 18.0 percent of consumption in 2024— higher than its 16.7-percent share in 2014 and 15.0-percent share in 2004.

The BLS not only looks at age groups, demographics, ethnicities, but the projections of economic conditions.

On the flip side, BLS predicts that construction, and manufacturing jobs will still have some growth but will decline and will not be at the peaks they once were.

The BLS indicates:

  • Service-providing sectors are projected to capture 94.6 percent of all the jobs added between 2014 and 2024. Of these 9.3 million new service sector jobs, 3.8 million will be added to the healthcare and social assistance major sector.
  • The healthcare and social assistance major sector is expected to become the largest employing major sector during the projections decade, overtaking the state and local government major sector and the professional and business services major sector. Healthcare and social assistance is projected to increase its employment share from 12.0 percent in 2014 to 13.6 percent in 2024.

For more information relating to the trends in job occupations is located at: www.bls.gov/news.release/pdf/ecopro.pdf

This article provides an overview on the trends and economic outlook that is based on BLS analysis for the next ten years (2014-2024).

Helpful Career Planning Tools

The information provided may not cover all aspects of unique or special circumstances, federal and postal regulations, and programs are subject to change. Our articles and replies are time sensitive. Over time, various dynamic human resource guidance and factors relied upon as a basis for this article may change. The advice and strategies contained herein may not be suitable for your situation and this service is not affiliated with OPM, the postal service or any federal entity. You should consult with school counselors, hiring agency personnel offices, and human resource professionals where appropriate. Neither the publisher or author shall be liable for any loss or any other commercial damages, including but not limited to special, incidental, consequential, or other damages

Careers For Recent College Grads

Posted on by John Weiss

It is the season when thousands of students march to the stage to receive their AA, BA or MA degrees from colleges and universities across the country. It’s a happy time for all, especially for parents who proudly witnessed their children receive that coveted diploma that only 40% of the citizens of the USA possess. But along with that diploma, 68% of recent college grads received an invoice for a student loan averaging $37,000, an unwelcome burden not only for the graduates but also for their parents. So now that our recent college grads have a diploma and a student loan to repay, what’s next?

 

What’s Next!

The good news is that this is the best time in the past ten years for college grads entering the job market. Our economy is virtually at full employment and employers are looking high and low for additional workers to maintain and grow their businesses. A recent survey by Career Builder reveals that 74 percent of employers contacted stated that they plan to hire recent college grads. And, a recent Forbes survey indicated that the starting salary range for recent college grads is $45,000-$53,000. Good times are here again….for those college grads who know what kind of work they want to do and how to find job opportunities that will provide a paycheck to enable them to become self-sufficient.

Some of our recent college grads have decided on a career path that will take them to graduate school or to a specific job niche in the private or public sector. However, most others do not have a clue about what happens after the applause, handshakes, and the trip back home to live with Mom and Dad. The conventional, but erroneous, wisdom says that the way to a job after graduation is to sit down and write a “killer” resume and send it to multiple jobs boards. Then, like magic, a job will appear that pays well and provides satisfaction for the rest of your working years. That is just not the way it works.

To make that job appear sooner rather than later, the recent college grad must look at job hunting as a process that includes: learning ones aptitude and abilities; targeting a specific job in a specific company; developing a personal relationship with the hiring manager and human resources director; preparing a creditable resume; learning the basic rules and protocols for interviewing; attending conferences and trade shows at local convention centers; learning how to network with established workers; making cold calls on companies located in office and industrial centers; learning how to negotiate a job offer; and finally establishing an office at home to make it all happen. Each step in the process is a learned skill for all workers but especially for the recent college grad entering the adult world of full time work. Sadly these skills are not taught in colleges which sends the learning process back in the lap of the recent college grads and their parents who still have the primary responsibility for educating their children, college degree notwithstanding.  All steps of the process are important but at the top of the list is leaving the house to find hiring managers in the flesh. You do that by making unscheduled calls at company offices and attending conferences and trade shows.

Learning what kinds of jobs are available is an important start in the job hunting process. According to recent surveys here are the best industry sectors for 2017 college grads.

  • Business and scientific services
  • Educational Services
  • Finance
  • Insurance
  • Healthcare
  • Government

Functionally, the job categories most in demand are:

  • Information technology
  • Customer service
  • Business development
  • Finance/accounting
  • Production

So where does a recent college grad begin to look for a job?  It’s more than just throwing darts at a board and hoping one will stick. Finding companies that offer cutting edge products and services is a good way to start. But, who are these companies?  To get you moving in the right direction, here are twenty companies recommended in The Muse Newsletter, www.themuse.com.

  1. Caesars Entertainment…casino gaming resorts in the USA and abroad
  2. World First…financial services focusing on cross country payments
  3. Polaris…. consulting and compliance services for healthcare and life sciences
  4. Taboola…helping publishers monetize their content
  5. Good Apple Digital…digital planning media services
  6. Bonobos…contemporary custom made men’s clothing
  7. CreditCards.com…partners with banks to provide credit cards for consumers
  8. Synapse…developer of transformative digital products
  9. BackCountry.com…online supplier of high quality outdoor gear worldwide
  10. Redfin…real estate brokerage services for buyers and sellers
  11. Vanguard….worldwide financial investment services
  12. Revcontent…delivers content recommendations using widget technology
  13. 540…provides cutting-edge technology solutions for government agencies
  14. Black Mountain Systems… IT workflow management for financial companies
  15. Hirevue…provides solutions to recruit, train and retain workers
  16. Bridgestone Americas…global supplier of products for manufacturing and mining
  17. Fluxx…digital grant management for philanthropy initiatives
  18. PrintFleet…provides data driven remote print management solutions
  19. Agile…information technology staffing, recruiting and personnel management
  20. Tillster…provides software to manage mobile payments to restaurants

These companies are noted for their employee friendly culture and for providing a work environment where workers will find life/work balance…..and a little fun. Their web pages provide images of their recent college grad workers and the company work environment.  Go to the Internet and research each company for job opportunities in your location.

For those not interested in private sector corporate jobs here are two viable alternatives.

  1. Joining the military…..Army, Marines, Air Force, Navy or Coast Guard. This is an option rarely considered by recent college grads because of a general misunderstanding about what happens in the military. The most common misperception is that joining the military means that you will be deployed immediately to fight in the trenches in some god forsaken place like Afghanistan. The reality is that for each active combat job, there are hundreds of jobs behind the scenes similar to jobs in the civilian world. The big plus for spending time in the military is that one learns lifelong leadership skills, discipline and focus. And, what could be a better way to begin your working life than to serve our country, to give back for all the blessings we have inherited for being born in America? In addition, serving in the military provides substantial benefits to all veterans, like tuition reimbursement to continue ones education, lifelong healthcare and a pension.
  2. Pursuing a federal government job. The federal government, the nation’s largest employer with over 2.5 million employees, offers interesting jobs that pay as much as or more than comparable jobs in the private sector. The majority of federal government jobs are not political jobs and most are located away from Washington DC. The focus of these jobs could be anything from law enforcement, environmental conservation to finance to cybersecurity… and everything in between. In addition, there is a federal government program titled, The Recent Graduates Program. Explore the many federal jobs that are available stateside and overseas.

To begin the process of finding a job straight out of college we recommend that all recent grads and their parents read the following books:

WELCOME TO THE REAL WORLD; A Complete Guide to Job Hunting for the Recent College Grad. John Henry Weiss.  Skyhorse Publishing Inc. This book is available in paperback and eBook from Amazon, B&N and the publisher.

The Book of U.S. Government Jobs. Dennis Damp. Bookhaven Press. This book is available in paperback and eBook from Amazon, B&N and the publisher

Occupational Outlook Handbook, U.S. Department of Labor. Jist Publishing Company. This book is available in paperback and eBook from Amazon, B&N and the publisher.

Moving Forward

There has never been a better time for recent college grads to look for a job because employers are seeking additional workers as our economy expands. Those who take the time to learn how the adult world of work really works and who follow the rules in this article and in the above cited books should have no trouble connecting with employers seeking intelligent, energetic and passionate recent college grads.

Copyright 2017 by John Henry Weiss Author of WELCOME TO THE REAL WORLD.

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The information provided may not cover all aspects of unique or special circumstances, federal and postal regulations, and programs are subject to change. Our articles and replies are time sensitive. Over time, various dynamic human resource guidance and factors relied upon as a basis for this article may change. The advice and strategies contained herein may not be suitable for your situation and this service is not affiliated with OPM, the postal service or any federal entity. You should consult with school counselors, hiring agency personnel offices, and human resource professionals where appropriate. Neither the publisher or author shall be liable for any loss or any other commercial damages, including but not limited to special, incidental, consequential, or other damages.