Executive Operations Specialist

Summary

Serves as the Executive Officer (XO) in the Headquarters (HQ), Defense Commissary Agency (DeCA), Command Group, Officer of the Deputy Director. The primary purpose of this position is to serve as the Executive Officer (XO) to the Deputy Director/Chief Operating Officer of the Agency. Provides direct support to the Deputy Director by assisting in management and direction of line and staff programs and activities. Read the entire announcement before starting the application process.

Duties

As the Executive Operations Specialist, you will be responsible for the following duties:

• Assists the Director and Deputy in planning, integrating, and coordinating activities across multiple line and staff organizations, ensuring alignment with Agency mission, policies, and program objectives.
• Provides executive-level management support by tasking HQ staff and area directors, monitoring progress, ensuring timely completion of actions, and reviewing staff products for accuracy, coordination, and policy compliance.
• Advises senior leadership on operational, administrative, and management programs; analyzes major Agency programs and systems; and recommends policy updates and programmatic options to meet evolving organizational needs.
• Oversees efficient utilization of management resources and monitors execution of major programs requiring cross-functional coordination to ensure integration, mission success, and support across worldwide DeCA operations.
• Manages senior leader administrative operations including routing and coordination of staff actions, calendar oversight, official correspondence, visitor engagements, and authoritative technical responses on Agency initiatives.
• Conducts complex administrative research to identify and resolve significant and ambiguous management issues, exercising delegated authority to troubleshoot and overcome operational obstacles on behalf of Agency leadership.
• Augments the Chief of Staff Office and Executive Staff as needed, providing broad administrative and operational support and serving as a key integrator and coordinator for high-visibility Agency actions and priorities.
• Read the entire job announcement.
• Focus on the following sections to understand whether or not you qualify for the position.
• This critical information is found under: Duties and Qualifications How to Apply (including a preview of the assessment questionnaire, if applicable) How You Will be Evaluated Your resume must thoroughly describe how your skills and experiences align to the criteria defined in the Qualifications section of this announcement and it must support your responses to the assessment questionnaire.
• We do not assume you have the necessary experience to successfully perform in this job regardless of your employment history or academic career.
• Read the entire announcement before starting the application process

Education

You may not use education to qualify for this position. Transcripts. REQUIRED when using education to meet qualifications or when education is required. Foreign education may be qualifying if a private organization specializing in interpreting foreign education programs has deemed the foreign education equivalent to that gained in an accredited U.S. education program or a U.S. accredited college or university has given full credit for the foreign courses.

Unofficial transcripts from U.S. Department of Education accredited colleges, universities, schools, or institutions listing your name, the name of the school, the date and degree awarded, and the list of classes and credits earned are acceptable for the application process. If selected, official transcripts are required before a firm job offer is made. A photocopy of your degree/diploma is not acceptable.

When relying on foreign education, submit transcripts and a copy of the equivalency evaluation results letter with a course-by-course listing. Documents must be in English or include an English translation. The hiring employer for this position does not evaluate degrees from foreign colleges or universities.

How You Will Be Evaluated

HR reviews your resume and supporting documents to determine if you meet the qualifications and requirements, and to determine if you meet the eligibilities you selected. If you submit multiple resumes, the last one received is used for this evaluation and sent to the hiring manager if you are referred for selection consideration. Your resume must thoroughly describe how your skills and experiences align to the criteria defined in the Qualifications section and it must support your responses to the assessment questionnaire. At a minimum, your resume MUST contain your name, address, and contact information, and the following for each listed job experience: Job title; Series and grade, if it is a federal civilian position; Employer’s name and address; Employment beginning and ending dates (Month/Year); Number of hours worked per week, and Description of duties performed.

DO NOT send a list of competencies or skills in place of a description of the duties performed. HR refers qualified and appointable applicants to the hiring manager for selection consideration In accordance with DeCA’s Merit Promotion Plan. Selections are subject to restrictions of the DoD referral system for displaced employees. Interagency Career Transition Assistance Program (ICTAP):This program applies to employees who have been involuntarily separated from a Federal service position within the competitive service or Federal service employees whose positions have been deemed surplus or no longer needed.

To receive selection priority for this position, you must: 1) meet ICTAP eligibility criteria AND 2) be rated well-qualified for the position AND 3) submit the appropriate documentation to support your ICTAP eligibility. Well-qualified means you possess the type and quality of experience that exceeds the position’s minimum qualifications. Priority Placement Program (PPP) DoD Retained Grade Preference (RGP): To receive this preference, you must choose to apply using the (RGP) eligibility. If you are claiming RGP and are determined to be Well Qualified (score of 85 or above) for the position, you will be referred to the hiring manager as a priority applicant.

Priority Placement Program, DoD Military Reserve (MR) and National Guard (NG) Technician Eligible (PPP DoD MRNG):In order to receive this preference, you must choose the (PPP DoD MRNG) eligibility, and fill out and submit the Military Reserve and National Guard Technician PPP Self-Certification Checklist and copies of the appropriate documentation. Priority Placement Program, DoD Military Spouse Preference (MSP) (PPP MSP): In order to receive this preference, you must choose to apply using the(MSP) (PPP MSP) eligibility. If you are claiming MSP (PPP MSP) and are determined to be Best Qualified for the position, you will be referred to the hiring manager as a priority applicant. Appointment of Department of Defense Spouses (NonComp Civ Sp): In order to use this eligibility, you must be the spouse of a current Department of Defense, Department of State, or intelligence community employee who is being transferred in the interest of the Government from one official station within the Department to another within the Department for permanent duty.

You are required to submit proof of marriage AND permanent change of station (PCS) orders: spouse’s PCS orders (showing you as a dependent) and/or copy of marriage certificate. If you are a current or previous Federal employee, please include your most recent SF-50.

Required Documents

Resume: IMPORTANT UPDATE:

• Your resume must not exceed two (2) pages.
• If your resume exceeds the two-page limit, you will be removed from consideration for this announcement.
• The resume and required supporting documentation should provide the minimum qualifications and relevant experience for the announced position.
• Additional guidance on writing a federal resume can be found at: USAJOBS Help Center – How do I write a resume for a federal job?
• Page margins should be 0.5 inches, font styles must be legible, and consider using 14-point size font for titles and 10-point for the main text.
• The resume must not be more than 5MB and should be saved and uploaded as a PDF to maintain formatting and number of pages. Questionnaire.
• Preview at https://apply.usastaffing.gov/ViewQuestionnaire/12975365.
• PLEASE REVIEW THE BELOW LINK FOR OTHER SUPPORTING DOCUMENTS needed for proof of eligibility: https://www.dla.mil/Portals/104/Documents/Careers/downloads/DODCustomersRequiredSupportingDocumentation.pdf SF 50 Notification of Personnel Action.
• All current and former federal civilian employees submit A copy of your most recent SF 50 showing your current position title, pay plan-series-grade, tenure and position occupied and When applying for a promotion (higher grade than you currently hold), you must also submit an SF 50 which clearly demonstrates you meet the time-in-grade requirements.
• Examples of appropriate SF50s include Promotions, Within-grade Grade/Range Increases, and SF-50s with an effective date more than one year old.
• You may need to submit more than one SF 50 to show you meet this requirement.
• To obtain copies of your SF 50s, all current Department of Defense (DoD) employees can access MyBiz, current federal non-DoD employees can access their eOPF, current employees receiving HR servicing from DLA can access eOPF, and former civilian employees can request a copy from the National Archives.
• VEOA eligibility: You must provide a copy of your DD-214 Certificate of Release or Discharge from Active Duty or other acceptable documentation.
• The member 4 copy is preferred as it contains key information necessary to adjudicate your claimed preference.
• DD-214 Worksheets are not acceptable documentation, nor are other than a member 4 copy to which a member 4 Character of Service section is added.
• Contact the National Archives or your military personnel records center to request a copy of your DD-214.
• Current active duty armed forces personnel within 120 days of separation must submit written documentation from the armed forces certifying that the service member is expected to be separated from active duty service not later than 120 days after the date the certification is signed.
• The document must include the following information: (1) service member’s name, (2) date of the expected separation from active duty, (3) expected character of the active duty service at separation, (4) pay grade/rank/rate at separation, (5) dates of active duty service, and (6) any campaign or expeditionary medals received.
• You must submit the DD-214 when it becomes available.
• ICTAP eligibility: Submit (1) a copy of your agency specific ICTAP eligibility notice or a copy of your separation personnel action form and(2) a copy of your most recent performance appraisal and(3) a copy of your most recent SF 50 or agency notification of personnel action showing your current position, grade level, and duty location.
• Separation personnel actions do not include a certificate/notice of expected separation.
• Priority Placement Program (PPP) DoD Retained Grade Preference (RGP) eligibility: 1.
• Submit a signed Retained Grade PPP Self-Certification Checklist DD3145-1 (whs.mil.
• 2. a copy of your Notification of Personnel Action (SF-50) effecting the placement in retained grade status; or a copy of the notification letter you received regarding the RIF or classification downgrade.
• Priority Placement Program, DoD Military Reserve (MR) and National Guard (NG) Technician Eligible (PPP DoD MRNG):In order to receive this preference, you must choose the Military Reserve and National Guard Technician eligibility, and fill out and submit the Military Reserve and National Guard Technician PPP Self-Certification Checklist and copies of the appropriate documentation.
• Military Spouse Preference: Submit (1) the Self-Certification Checklist and(2) proof of marriage to the military service member (e.g., marriage certificate, marriage license), and(3) a copy of the military service member’s PCS orders.
• Performance Appraisal (Optional).
• Current and former federal civilian employees, including those of the employing agency, are encouraged to include a copy of their most recent rating of record.
• Hiring managers may consider performance appraisals in the selection process.