SECRETARY (OFFICE AUTOMATION)

Full Job Description

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The primary purpose of this position is to serve as the principal office assistant to the commander, performing various administrative and clerical duties in support of the organization.

Performs office automation support using multiple automated programs and software such as databases, spreadsheets, and graphics in support of the administrative and clerical 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 broadband NK-01, equivalent to the next to lower grade GS-04 or equivalent in the Federal Service.

Specialized experience must include preparing a wide variety of recurring and nonrecurring correspondence, reports and other documents from information obtained from the staff, files and other sources; Reviewing and processing incoming and outgoing correspondence; Receiving telephone calls, greeting visitors and ascertaining the nature of the calls or visits; Maintaining supervisor's calendar, coordinating meeting arrangements and scheduling meetings and/or conferences; Performing clerical work; Use of multiple office automation software with varied functions.

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.

In-depth knowledge of procurement documentation, verification, processes, regulations and guidelines. 2. In-depth knowledge of procurement filing requirements. 3.

Knowledge of general office administrative and clerical procedures. 4. Ability to prepare procurement documents and to analyze them for completeness, accuracy, and proper format. 5.

Ability to locate access and extract information through use of office automation, hardware and software. 6. Ability to input, retrieve and maintain data in automated procurement systems.

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 nonrecurring correspondence, reports, and other documents and reviews and finalizes correspondence/documents prepared by others in handwritten or electronic drafts.

Gathers and summarizes information from files and documents for commander's use in responding to inquiries, recognizing which information is or is not relevant to issue at hand.

Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Returns incorrect material prepared by others with revisions marked.

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 commander, referred to appropriate staff, rerouted to other organizations/offices, or handled personally.

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

Coordinates the work of the office with other offices and organizations, recognizing what coordination procedures are required for different circumstances.

Reviews outgoing correspondence prepared by others for procedural and grammatical accuracy, conformance with general policy, and factual correctness.

Ensures formal internal and external coordination procedures have been followed. Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits.

Refers telephone calls and visitors to appropriate staff or office.

Personally answers substantive nontechnical requests for information which can be provided based on information from records and files or personal knowledge of the organization.

Locates and selects appropriate references and procedures for application to specific questions. When unable to locate information or cannot answer questions, refers caller/visitor to a staff member.

Provides follow-up on requests for information. Maintains commander's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences.

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

Makes necessary arrangements such as location, time, contacting participants, ensuring all required materials and services are provided.

Informs commander of conflicts, reschedules appointments when it is clear that the commander will not be able to make all commitments, contacts other people to attend meetings in lieu of commander when necessary, and makes calendar available to commander and others to minimize conflicts in scheduling.