SECRETARY (OFFICE AUTOMATION)

Full Job Description

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The primary purpose of this position is to to provide administrative support to the Security Forces Squadron.

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 broadband NK I equivalent to the next to lower grade GS-04 or equivalent in the Federal Service.

Specialized experience must include 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; coordinate the work of the office with the work of other offices; prepare and edit written correspondence and reports utilizing correct grammar, spelling, punctuation, capitalization, and format; applying word processing software procedures and function keys to perform a substantial range of functions; performing office automation support using electric /electronic typewriters, copiers, fax machines, and office automation systems; preparing routine reports from information readily available from files; scheduling and making arrangements for meetings, and making travel arrangements and preparing various travel forms.

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: 1.

Knowledge of extensive rules, procedures, operations, functions, and commitments applied to secretarial 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.

2. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports, and transcribed material. 3.

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.

4. Skill in typing; a qualified typist is required. 5. 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:

Serve as the principle office assistant performing various clerical and administrative duties in support of an organization when guidelines are not specific and not directly applicable to employee assignments.

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

Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives and determines what needs to be brought to the attention of leadership, referred to appropriate staff, routed to other organizations/offices, or handles personally.

Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits.

Provides advice and guidance to staff in subordinate organizations on administrative, clerical, and procedural requirements and instructions.

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.

Maintains supervisor's calendars, coordinates meeting arrangements, and schedules meetings and/or conferences without prior approval in accordance with supervisor's policies and priorities, and coordinates with the supervisors as necessary.

Based on information provided by supervisor, make necessary arrangements such as location, time, contacting participants, and ensuring all required materials and services are provided.