SECRETARY (OFFICE AUTOMATION)

Full Job Description

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The primary purpose of this position is to serve as principal office assistant and executive specialist.

Performs additional duties designed to directly relieve leadership of administration responsibilities that contribute to public relations with high-level military/civilian officials, business/civic leaders, and other external entities.

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 broadband NK-02, equivalent to the next to lower grade GS-07 or equivalent in the Federal Service.

Specialized experience must include experience in: 1) preparing and proofreading/editing correspondence and documents for correct grammar, spelling, capitalization, punctuation and format; 2) maintaining files/records; 3) making and preparing travel arrangements; 4) locating, assembling and composing information for various reports, inquiries, and nontechnical correspondence; 5) independently noting and following-up on commitments made at meetings/conferences; 6) reviewing and processing incoming and outgoing correspondence; 7) receiving, greeting, and answering questions from visitors and telephone callers; 8) maintaining supervisor's calendar; and 9) coordinating, scheduling or organizing meetings and/or conferences to include arrangements such as attendance, location and time.

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.

Skill in interpersonal relations. 2. Ability to plan and organize work. 3.

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.

4. Ability to communicate in writing. 5. Ability to assist in planning and executing complex, multifaceted projects. 6. Ability to research and analyze rules, regulations and procedures. 7.

Ability to meet and deal with customers using a high degree of tact and diplomacy. 8. Knowledge of the organizational and functional responsibilities and operations of the employing organization. 9.

Ability to develop and utilize appropriate data collection techniques. 10. Ability to use office automation tools and techniques to support office operations. 11.

Knowledge of procedures applied to secretarial 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.

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

Reviews and processes incoming and outgoing correspondence, reports, and other materials.

Receives and screens all publications, regulations, and directives affecting 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. Maintains calendars, coordinates meeting arrangements.

Develops, and maintains office procedures and records/files.