SECRETARY (OFFICE AUTOMATION)

Full Job Description

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The primary purpose of this position is: To serve as the principal administrative office assistant performing various administrative and clerical duties to the Director of Staff.

Perform 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-07, or equivalent in other pay systems.

Examples of specialized experience includes understanding 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-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: 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.

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.

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

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.

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:

Exercises exclusive control over supervisor's calendar.

Establishes priorities, schedules meetings and appointments, accepts or declines invitations, and arranges for substitute representation without prior approval based on personal knowledge of the supervisor's preferences, priorities, commitment, protocol, workload, current issues, and unwritten policies and practices.

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 and handles most business involving established policy or routine matters without referring persons to the supervisor.

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 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.

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.

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