SECRETARY (OFFICE AUTOMATION)

Full Job Description

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The primary purpose of this position is: to serve as the principal office assistant performing various clerical and administrative duties in support of the organization, performing office automation support using multiple automated programs and software such as databases, spreadsheets, and graphics in support of the clerical and administrative work.

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 performing various clerical and administrative duties in support of the organization, performing office automation support using multiple automated programs and software such as databases, spreadsheets, and graphics in support of the clerical and administrative work.

Knowledge required to coordinate the work of the office with the work of other offices and for recognizing the need for such coordination and various circumstances.

Knowledge of programs of the organization as they relate to clerical and administrative support functions. OR EDUCATION: Successfully completed 4 years above high school.

NOTE: You must submit a copy of your transcripts.

OR COMBINATION OF EXPERIENCE AND EDUCATION: Combinations of successfully completed 2 years above high school and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position.

NOTE: You must submit a copy of your transcripts.

FEDERAL TIME-IN-GRADE (TIG) REQUIREMENT FOR GENERAL SCHEDULE (GS) POSITIONS: Merit promotion applicants must meet applicable time-in-grade requirements to be considered eligible.

One year at the GS-04 level is required to meet the time-in-grade requirements for the GS-05 level. TIG applies if you are in a current GS position or held a GS position within the previous 52 weeks.

NOTE: Applicants applying as VEOA candidates who are current GS civil service employees or are prior GS civil service employees within the past 52 weeks must also meet time-in-grade requirements.

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 extensive rules, procedures, operations, functions, and commitments applied to secretarial and clerical assignments to perform the procedural and administrative work of the office, such as screening calls and visitors, maintaining supervisor's calendar, preparing, reviewing and editing documents, locating and assembling information for various reports, maintaining files/records, and making and preparing travel arrangements.

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

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.

Skill in typing; a qualified typist is required. Ability to communicate effectively, both orally and in writing.

Knowledge of and ability to interpret or apply a body of civilian pay males and procedures and the data system(s) used to support civilian pay actions.

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:

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

reviews and finalizes correspondence/documents prepared by others in handwritten or electronic drafts.

Composes routine 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 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, greets visitors, and ascertains the watare 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.

Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences.

Schedules appointments and meetings without prior approval in accordance with supervisor's policies and priorities, and coordinates with the supervisor as necessary.

Performs other clerical and administrative work in support of the office/organization.

Establishes, updates, and maintains office records of various types that may be needed or will assist in the efficient operation of the office.

Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets.

Receives and examines complex payroll authorization documents (e.g.

leave authorization forms, W-4 forms, direct deposit forms, saving bonds, allotments, and employee organization deductions, etc.), makes computations, and prepares proper forms for the pay of the full variety of civilian positions.