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 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, and knowledge of a body of rules, procedures, or operations applicable to clerical assignments, such as preparing various routine correspondence/reports, maintaining files/records, and reviewing and processing mail.

OR EDUCATION: 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 your transcripts.

OR COMBINATION OF EXPERIENCE AND EDUCATION: A combination of education and experience may be used as long as it equals to at least 100% of the education and experience required by the position.

NOTE: You must submit a copy of your 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: Knowledge of various office automation software programs, tools, and techniques to support office operations andproduce a variety of documents, such as letters, reports, spreadsheets, databases, and graphs.

Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit writtencorrespondence and reports.

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

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

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.

OTHER CONDITIONS OF EMPLOYMENT: This position has been identified as having "regular contact with children".

In accordance with (IAW) Public Law 101-647 Section 231, and Public Law 102-190, Section 1094, a FBI fingerprint and State Criminal History Repository (SCHR) Check will be completed on any person selected for this position.

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.

Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters and lengthy reports; uses existing database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphics software to provide graphs and charts for reports and presentations.

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.

Consolidates and finalizes information from system and files for various reports in accordance with established reporting procedures.

Gathers and summarizes information from files and documents for supervisor's or other staff members use in responding to inquiries, recognizing which information is or is not relevant to the issue at hand.

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.

Using automated schedulers or calendars, establishes suspense dates and brings to supervisor's attention those that cannot be met by requested date or when there is a conflict.

Reviews outgoing correspondence for procedural and grammatical accuracy, conformance with administrative requirements, and factual correctness. Advises the writer of any deviations or inadequacies.

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.

Personally answers nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files or from knowledge of the organization.

Provides follow-up on requests for information. Establishes, updates, and maintains office records of various types.

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

Establishes, files, maintains, purges, and disposes of office records/files in accordance with regulations and procedures. Calculates, collects, records and delivers monies for services.

Prepares a wide variety of recurring andnonrecurring correspondence, reports and other documents in support of the incoming funds.

Calculates feesand charges for services, collects these fees and records them as appropriate to meet required funds controls.Composes nontechnical correspondence, such as instructions on office procedures, requests for information, andletters of acknowledgement or notification.