SECRETARY (OFFICE AUTOMATION)

Full Job Description

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The primary purpose of this position is to serve as the principal secretary, executive assistant, and office manager performing various high-level administrative duties in support of the 355 Wing Commander.

Performs a variety of administrative functions to include overall management of the office, reception of visitors, and protocol assistance.

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-07 equivalent in other pay systems.

Examples of specialized experience includes working knowledge of the duties, priorities, commitments, polices and program goals of the organization sufficient to perform non-routine 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 with 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-07 level is required to meet the time-in-grade requirements for the GS-08 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 Air Force organizational structures and operations, protocol, rules, procedures, applied to administrative/clerical work to perform duties of a principal clerk and personal administrative assistant to a Reconnaissance Wing Commander.

2.

Knowledge of the role, function, and commitments of the Commander and key staff to prepare and review correspondence, to screen telephone calls and visitors, to maintain the Commander's calendar, and to perform other substantive/administrative work of the organization.

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

Ability to create/maintain data files to retrieve, assemble and compose information for reports, inquiries, and non-technical correspondence. 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. 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:

Serves as Executive Assistant to the Commander, consulting and advising the Commander, Deputy and Director on procedural and administrative matters pertaining to administrative management of the Command Section.

Briefs the Commander on "action items"/conferences scheduled for the day.

Receives and processes incoming and outgoing correspondence, reports, publications, regulations and directives addressed to the Wing Commander.

Screens to determine which requires Commander's attention or forwarded directly to staff personnel for action or which can handle personally.

Develops and maintains the Commander's calendar, establishing priorities at own discretion based on knowledge of his/her commitments and views on a variety of issues, projects, programs, etc.

Schedules appointments and meetings without prior approval based on personal knowledge of the Commander's commitments, priorities, workload and current issues of importance and coordinates with the supervisor as necessary.

Provides assistance as required and shared by the Protocol Office.

Plans, coordinates various ceremonies, receptions, visits, tours, and other events to be attended by ranking civilian and military officials, with all appropriate support services organizations.

Performs a wide variety of substantive administrative duties in support of the Commander's office and staff.

Maintains records and files including all correspondence and telephone log of significant calls. Responds to requests for statistical or narrative material concerning the commander's programs.

Directs the administrative function of the Wing Commander's office. Exercises administrative oversight control of Command Section administrative support services.

Researches applicable laws, regulations, instructions, and other guidance related to area of responsibility.