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 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, or equivalent in other pay systems.

Examples of specialized experience includes planning and performing office automation duties requiring different approaches and methods from one assignment to another; e.g., edit lengthy reports, track the status of multiple projects, and resolve incompatibility problems in transferring text from one software program to another; proofreading/editing correspondence and documents for correct grammar, spelling, capitalization, punctuation and format; composing and preparing nontechnical correspondence; organizing meetings and/or conference arrangements such as attendance, location, and time; and receiving, greeting, and answering questions from visitors and telephone callers promptly and courteously.

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: 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, maintaining files/records, making and preparing travel arrangements, locating, assembling and composing information for various reports, inquiries, and nontechnical correspondence.

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. 6. 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 from information 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 prepares nontechnical correspondence such as requests for information concerning the organization's mission and programs; office procedures; 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 detailed knowledge of the organization and its programs and operations, determines appropriate action.

When supervisor is not available, determines whether important business and high-ranking calls and visitors should be referred to another staff member 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, and maintains 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 current issues, and coordinates with the supervisor as necessary.

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.

Provides advice and guidance to staff in subordinate organizations on administrative, clerical, and procedural requirements and instructions, and responds to fluctuating workloads by shifting clerical staff in 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.