SECRETARY

Full Job Description

You will serve as a SECRETARY in the Commandant of Midshipmen of NAVAL ACADEMY.

For the GS-08: Your resume must demonstrate at least one year of specialized experience at or equivalent to the GS-07 grade level or pay band in the Federal service or equivalent experience in the private or public sector.

Specialized experience must demonstrate the following: 1) Planning, directing, coordinating, and advising on all administrative matters; 2) Coordinating office calendar, schedules, appointments, meetings, conferences, and other commitments.; 3) Planning all necessary arrangements for special visits, conferences, symposiums and other major activities and events; 4)Taking and transcribing minutes and routing of meeting minutes; records and files management; 5) Receiving visitors and telephone calls to the office and determining the nature of requests to direct callers to appropriate staff; and 6) Reviewing correspondence for spelling, typographical errors, conformance to formats and procedural requirements using automated system, such as: Microsoft Word, Excel, PowerPoint, Access.

NOTE: All experience must be fully demonstrated in your resume to be considered for the position.

For the GS-07: Your resume must demonstrate at least one year of specialized experience at or equivalent to the GS-06 grade level or pay band in the Federal service or equivalent experience in the private or public sector.

Specialized experience must demonstrate the following: 1) Utilizing office automation software such as Microsoft Office, to generate correspondence, reports, and spreadsheets in accordance with organizational guidelines and policies; 2) Performing general administrative office duties such as maintaining files and records, managing calendars and appointments, and receiving all office calls and visitors; 4) Utilizing an online learning management system to enter, retrieve, and maintain data; and 5) Managing the department budget by reconciling expenditures, tracking funding authorizations, and reviewing obligations.

NOTE: All experience must be fully demonstrated in your resume to be considered for the position.

Additional qualification information can be found from the following Office of Personnel Management website: https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/0300/secretary-series-0318/ Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., professional, philanthropic, religious, spiritual, community, student, social).

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

• You will plan and accomplish routine as well as non-routine administrative procedural work of the office and coordinate a wide variety of office administrative requirements.
• You will act as a liaison between the CO and XO, as well as staff personnel by providing accurate, timely advice on procedures and local policies.
• You will receive and screen all incoming telephone calls for proper channeling.
• You will exercise discretion and judgment in responding to requests for information from individuals of higher commands, contractors, prominent high ranking officials and their subordinates.
• You will receive visitors to the executive suite, including those from high-ranking Military Officers, from many agencies of the U.S. Government and representatives from private industry.
• You will collect, review, and process incoming mail, initiating replies to correspondence not requiring special handling by the CO and/or XO or by other office personnel.
• You will call your supervisor’s attention to material determined to be of interest or importance and attaches any available previous correspondence or reference material to facilitate final action.
• You will independently maintain the CO and XO’s calendars reflecting their appointments, conferences, and travel.
• You will make necessary arrangements, in collaboration with the Finance Manager for the CO and/or XO’s travel, transportation, schedule of visits, and hotel reservations.
• You will take action to provide consistency and continuity in the application of administrative and procedural policies, processes, and procedures in the Command’s office.
• You will establish and maintain office files (e.g., general office correspondence, periodic and special reports, congressional correspondence, other manuals, budgetary data, leadership and internal staff rosters, etc.).
• You will prepare and maintain personnel records, correspondence, and reports pertaining to military personnel matters as it directly relates to the CO and/or XO.
• You will actively participate in the planning and execution of all special command events including Change of Command Ceremonies, Command Quarters, Awards presentations, and high-level personnel and dignitary visits.