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 an organization normally found in a major command headquarters.

Performs office automation support using multiple automated programs and software, such as databases, spreadsheets, and graphics.

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-06, or equivalent in other pay systems.

Examples of specialized experience includes knowledge of the 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; shifting clerical staff in subordinate offices to respond to fluctuating workloads; advising other clerical staff 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.

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.

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

Knowledge of office functions and commitments of supervisor and staff to prepare and review correspondence, to screentelephone calls and visitors, to maintain supervisor's calendar, and to perform other substantive or administrative work ofthe organization.

Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit writtencorrespondence and reports.

Knowledge of various office automation software programs, tools, and techniques to support office operations andproduce a variety of documents such as letters, reports, spreadsheets, databases, and graphs.

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 nonrecurring correspondence, reports, and other documents frominformation obtained from the staff, files, and other sources.

Prepares and finalizes various recurring reports,determining and modifying format, content, and frequency requirements.

Independently composes and preparesnontechnical correspondence such as requests for information concerning the organization's mission and programs; officeprocedures; and letters of acknowledgment, commendation, or notification.

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.

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

Based upon detailedknowledge of the organization and its programs and operations, determines appropriate action.

When supervisor is notavailable, determines whether important business and high ranking calls and visitors should be referred to another staffmember or delayed until supervisor is available, taking telephone messages or making later appointments as appropriate.

Independently notes and follows-up on commitments made at meetings and conferences by staff members, andmaintains supervisor's calendar, coordinates meeting arrangements, and/or schedules meetings and/or conferences.Schedules appointments and meetings, without prior approval, based on personal knowledge of workload and currentissues, and coordinates with the supervisor as necessary.

Based on information provided by supervisor concerning thepurpose of meetings and/or conferences and people to attend, makes necessary arrangements such as location, time,contacting participants, and ensuring all required materials and services are provided.

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 multiple office automation software with varied functions to produce a wide range of documents that oftenrequire complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, andupdating or revising existing databases or spreadsheets.