SECRETARY (OA)

Full Job Description

This National Guard position is for a SECRETARY (OA), Position Description Number D0832000 and is part of the NJJFHQ, Human Resources Office.

This position is located in J1 HRO office at 3650, Saylors Pond Rd, JBMDL.

Its purpose is to serve as the personal assistant and principal clerical and administrative support to one or more supervisors.

THIS IS AN AIR FUNDED POSITION (NJ ANG) To qualify for this position, applicants must possess specialized experience that demonstrates the ability to perform the following duties: Administrative Support: Experience providing comprehensive administrative support to supervisors or senior officials, including managing schedules, coordinating meetings, and ensuring efficient office operations.

Communication Skills: Proven ability to communicate effectively both verbally and in writing.

This includes screening and directing phone calls, greeting visitors, and providing accurate information regarding organizational functions and procedures.

Calendar Management: Experience in managing and maintaining a supervisor's calendar, scheduling appointments and meetings, and adjusting schedules based on workload and priorities.

Document Preparation: Proficiency in preparing a variety of documents, including correspondence, reports, and presentations.

Experience in utilizing word processing software to draft, edit, and format documents is essential.

Meeting Coordination: Ability to organize and facilitate meetings and conferences, including arranging logistics, preparing agendas, and compiling relevant background materials.

Correspondence Management: Experience in reviewing and processing incoming and outgoing correspondence, ensuring adherence to policy, format, and procedural standards.

Ability to draft responses for non-technical inquiries.

Follow-Up and Tracking: Proven capability in maintaining suspense records and monitoring action items to ensure timely responses and completion of tasks.

Interpersonal Skills: Strong interpersonal skills to interact effectively with a diverse range of individuals, including military personnel, civilian staff, and external stakeholders.

Knowledge of Organizational Functions: Familiarity with the functions and operations of the organization to provide informed assistance and support to supervisors.

Team Collaboration: Experience working collaboratively within a team environment, providing guidance to clerical personnel, and fostering a productive office atmosphere.

Additional Qualifications Technical Proficiency: Familiarity with office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and any specialized software relevant to the organization.

Time Management: Demonstrated ability to prioritize tasks and manage competing deadlines effectively. Major Duties:

As a SECRETARY (OA), GS-0318-6, you will: Receives visitors and telephone calls.

Schedules appointments, meetings and conferences without prior clearance based upon personal knowledge of supervisor's workload and current issues of importance.

Prepares responses to requests for general information concerning the organization's functions from source material Collect, analyze and provide statistical reports.

Makes arrangements for conferences and meetings, including such matters as location, schedule, agenda and attendance list Reads incoming correspondence, publications, regulations, and directives, which may affect the supervisor Reviews outgoing correspondence for proper format, conformance with general policy and procedural instructions, grammar, accuracy and inclusion of necessary attachments.

Performs other duties as assigned. Its purpose is to serve as the personal assistant and principal clerical and administrative support to one or more supervisors.

Organization(s) serviced is subdivided into subordinate segments, which are supervised through one or more levels of supervision, or is of limited complexity where extensive responsibility exists for outside coordination.

Participates intensively in the management of the office by applying a good working knowledge of the program under control of the supervisor(s) and relieves the supervisor(s) of clerical and administrative support work.