SECRETARY (OFFICE AUTOMATION)

Full Job Description

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The primary purpose of this position is to serve as the sole and principal executive office assistant, performing various administrative and clerical duties in support of the Fifteenth Air Force (15 AF) Commander and performs as the Commander's personal assistant.

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-08, or equivalent in other pay systems.

Examples of specialized experience includes comprehensive knowledge of the organization, mission, policy and views of the Commander.

Must have an understanding of significant issues to develop background material for meetings and decision making to provide information to outside individuals or groups or to subordinate commanders/supervisors on key issues and problems.

Working knowledge of organizational relationships among flag officers from all services and functions, at all levels, and other governmental agencies.

Working knowledge of advanced office automation software, practices and procedures and their application in the performance of office support work.

The ability to develop presentations using MS PowerPoint or newer presentation software packages.

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-08 level is required to meet the time-in-grade requirements for the GS-09 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 sufficient to screen requests for information; personally provide information from files or records; advise staff on established procedures; handle personally or refer non-routine requests to the appropriate staff member.

Ability to plan, organize, work and meet deadlines. This includes the ability to plan, organize and manage a variety of special visits, tours, meetings, and other events, including social functions. 2.

Knowledge of a wide range of sources, types, and methods of funding, as well as the procedures applicable to the control, authorization, acquisition and justification of office equipment, supplies and support services such as printing, maintenance and supply services.

3.

Knowledge of various automated management data systems, 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.

4. Knowledge of the duties, priorities, policies, and program goals of the organization in order to review correspondence for conflicts or departures from policies.

Knowledge of military personnel matters sufficient to function as the direct focal point for a variety of matters. 5.

Ability to orally and in writing communicate effectively with high-ranking officials and dignitaries and understand/comprehend military terminology of the United States.

Knowledge of the military organization and its staff sufficient to perform such duties as: independently arrange staff travel, select meeting and conference attendees, independently schedule appointments for the Commander and follow up with the participants of meetings on action items.

6. Ability to type correspondence expertly and maintain a working knowledge of spelling, punctuation, syntax, and required formats sufficient to identify and correct discrepancies in material.

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. ADDITIONAL CONDITIONS OF EMPLOYMENT: Key Position.

The duties of this position meets all requirements as a category 4 designation, and shall not be vacated during a national emergency or mobilization without seriously impairing the capability of the parent Federal Agency or office to function effectively.

This position must be removed from the Ready Reserve and CAN NOT become a member of the Ready Reserve. (IAW: DoDD 1200.7, "Screening the Ready Reserve,") Major Duties:

Drafts and/or prepares non-technical correspondence on topics such as office procedures, requests for information, and the handling of Congressional inquiries or other sensitive matters based on knowledge of unwritten policies, precedence, and practices.

Personally reviews all correspondence intended for high level US Military Commanders (to include the Chief of Staff of the US Air Force), US ambassadors, US Congressmen and Department level officials to ensure consistency of style, quality and appropriateness of content.

Provides support for the Fifteenth Air Force Vice Commander, the Commander's Mobilization Assistant (MA) and the Commander's Guard Assistant (GA).

Serves as the Commander's point of contact with high-level personnel from U.S. industry, Congressional offices, U.S. Embassies and senior officials of foreign governments and their military.

Exercises control over the Commander's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences including those involving staff from outside the immediate office.

Meeting attendees may include, but are not limited to US Congressmen and staffers, senior US, state and local officials, senior DOD officials, State Department agencies, US embassy personnel, and senior civilian business leaders from major national and international firms.

Responsible for establishing priorities and bringing them to the Commander's attention, or assigning them to other leaders within the organizational structure.

Exercises discretion in segregating priority issues from routine; referring correspondence replies to the Commander for signature; assuring the correspondence (a) conforms with established policy and/or views of the Commander; (b) is grammatically correct and/or returned with appropriate directions for correction.

Receives telephone calls, greets visitors and ascertains the nature of the calls or visits, screening those that can be handled without the Commander's engagement.

Refers caller or visitor to appropriate staff, or personally provides routine administrative, procedural and readily available command information.