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 duties such as word processing in support of the clerical and administrative work.

The position is located in an organization that is of limited complexity.

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 duties, priorities, commitments, policies, and program goals of the organization sufficient to perform nonroutine assignments, such as independently noting and following-up on commitments made at meetings/conferences; advising others on preparing correspondence, requirements for various reports, and interpreting new instructions and procedures; or locating and summarizing information from files and documents that requires recognizing which information is or is not relevant to the problem at hand.

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 as described above may be used to qualify for this 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 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 word processing automation software functions to support office operations and produce a variety of textual documents such as letters, reports, memos, and form letters.

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

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: Consolidates and finalizes information for various reports in accordance with established reporting procedures.

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.

Establishes and monitors suspense dates and brings to supervisor's attention those that cannot be met by requested date or when there is a conflict.

Receives telephone calls, greets visitors, and 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.

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.

Provides advice and guidance on clerical and procedural requirements and instructions to other clerical personnel and/or staff members assigned to the organization.