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 Host Wing Commander.

Performs office automation duties such as word processing 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-06 equivalent in other pay systems.

Examples of specialized experience includes utilizing word processing software procedures and functions keys to perform a substantial range of functions, such as generating tables of contents, importing graphs or databases, creating glossaries, aligning multiple columns, automatically printing document identification or other notations at the top or bottom of each page, and creating form letters and automatically merging these with mailing lists.

Knowledge of standard office equipment, such as electric/electronic typewriters, copiers, fax machines, and office automation systems, to perform a substantial range of office automation support.

Knowledge of the substantive programs of the organization as they relate to administrative and clerical support functions.

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-06 level is required to meet the time-in-grade requirements for the GS-07 level. TIG applies if you are in a current GS position or held a GS position within the previous 52 weeks.

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 and commitments of supervisor and staff to prepare and review correspondence, to screen telephone calls and visitors, to maintain supervisor's calendar, and to 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 word processing automation software functions to support office operations and produce a variety of textual documents such as letters, reports, memos, and form letters. 5.

Skill in typing; a qualified typist is required. Ability to locate, assemble, and compose information for reports, inquiries, and non-technical correspondence. 6.

Ability to communicate effectively, both orally and in writing. 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 personal and executive correspondence, reports, and other documents from information obtained from the staff, files, and other sources.

Routinely composes non-technical correspondence, such as office procedures, requests for information concerning the organization's programs, letters of acknowledgment, commendation, or notification.

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

Receives and screens all publications, regulations, and directives directed to the Commander and brings to the Commander's attention those elements affecting the Commander's area of jurisdiction; specifically indicating procedural changes and furnishing all related materials.

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.

Monitors visitors including general officers, distinguished Air Force and Department of Defense (DoD) visitors, members of Congress and Congressional representatives, foreign dignitaries, high ranking personnel from other government agencies, and to the general public and reports such visits to the Commander.

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

Develops, establishes, updates, and maintains office procedures and records/files of various types to ensure effective and efficient operation of the office.

Serves as liaison between the supervisor and subordinate units.

Uses varied and advanced functions of word processing software to create, format, modify, edit, and print a variety of letters, reports, memos, and other textual documents.

Uses advanced functions to generate tables of contents, import graphs or databases, create glossaries, and align multiple columns.