OFFICE AUTOMATION ASSISTANT

Full Job Description

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The primary purpose of this position is to use multiple office automation software with varied functions to produce a wide range of documents to provide miscellaneous clerical support.

In order to qualify, you must meet the specialized experience requirements described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Positions, Clerical and Administrative Support Positions.

SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower grade GS-04, or equivalent in other pay systems.

Examples of specialized experience includes knowledge of various office automation software processing procedures and function keys and the similarities and differences among software types to produce a wide range of documents, such as graphics or tables within text, to edit and reformat electronic drafts, and to update and revise existing databases or spreadsheets.

Knowledge of standard office equipment, such as electric/electronic typewriters, copiers, fax machines, and office automation systems to perform a substantial range of office automation support.

A fully qualified typist is required.

OR EDUCATION: Successfully completed four years of education above the high school level obtained in an accredited business, secretarial, or technical school, junior college, college, or university.

NOTE: You must submit a copy of transcripts. OR COMBINATION OF EXPERIENCE AND EDUCATION: A combination of education and experience as described above may be used to qualify for this position.

NOTE: You must submit a copy of transcripts.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs): Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities and/or competencies in the following areas: 1.

Knowledge of various office automation software programs, tools, and techniques to support office operations and produce a variety of documents, such as letters, reports, spreadsheets, databases, and graphs.

2. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports. 3.

Knowledge of format, rules, procedures and operations applicable to clerical assignments to prepare/review routine correspondence/reports, screen telephone calls and visitors, maintain files/records, review and process mail, and perform clerical procedures to arrange a variety of material from different sources and other administrative work of organization.

4. Skill in typing; a qualified typist is required. 5. Ability to locate, assemble, and compose information for routine reports, inquiries, and nontechnical correspondence. 6.

Ability to communicate effectively, both orally and in writing, using tact and courtesy. PART-TIME OR UNPAID EXPERIENCE: Credit will be given for appropriate unpaid and or part-time work.

You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

VOLUNTEER WORK EXPERIENCE: Refers to paid and unpaid experience, including volunteer work done through National Service Programs (i.e., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student and social).

Volunteer work helps build critical competencies, knowledge and skills that can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Major Duties:

Uses varied functions of multiple office automation software to produce a wide range of documents, formats, etc.

Specific assignments require a varying number and sequence of steps and use of different functions from one assignment to another.

Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents.

Composes nontechnical correspondence, such as instructions on office procedures, requests for information, and letters of acknowledgment or notification.

Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives.

Screens incoming mail and electronic messages to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally.

Receives telephone calls and greets visitors. Ascertains the nature of the calls or visits.

Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office.

Establishes, updates, and maintains office records of various types.

Uses a variety of automated systems (e.g., records management, electronic forms, electronic publications library, time and attendance, etc.) and nonautomated to perform various clerical duties.