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 administrative and clerical duties in support of the Operations Group Commander.

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 grade GS-05, or equivalent in other pay systems.

Examples of specialized experience include independently noting and following-up on commitments made at meetings/conferences; shifting clerical staff in subordinate offices; advising other clerical staff on preparing correspondence, requirements for various reports; interpreting new instructions and procedures; applying correct grammar, spelling, punctuation, capitalization, and format to prepare and edit written correspondence and reports; using standard office equipment, such as electric/electronic typewriters, copiers, fax machines, and office automation systems.

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-05 level is required to meet the time-in-grade requirements for the GS-06 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: 1.

Knowledge of extensive rules, procedures, or operations applied to secretarial and clerical assignments to perform the procedural and administrative work of the office, such as preparing and editing documents, locating and assembling information for various reports, maintaining files/records, and making and preparing travel arrangements.

2.

Knowledge of office functions to screen telephone calls and visitors, maintain supervisor's calendar, prepare and review correspondence, and perform other substantive or administrative work of the organization.

3. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports. 4.

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.

5. Skill in typing; a qualified typist is required, ability to locate, assemble, and compose information for reports, inquiries, and nontechnical correspondence. 6.

Ability to communicate effectively, both orally and in writing and ability to plan, organize work, and meet deadlines.

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.

Routinely composes and signs correspondence of a nontechnical nature (such as letters of acknowledgement/appreciation/notification, requests for reproduction, appointment letters, and office procedures) in the supervisor's name or in own name as secretary.

Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the Commander's signature.

Receives and screens incoming correspondence, publications, regulations and directives 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.

Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits, screening those that can be handled without supervisor's help.

Places both local and long distance calls for Commander or staff personnel.

Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences including those involving staff from outside the immediate office.

Independently notes and follows up on commitments made at meetings and conferences by staff members. Performs other administrative and clerical work in support of the office/organization.

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