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 variousadministrative, office automation and clerical duties in support of the Wing Commander, Brigadier General, ViceWing Commander, and the Chief of Staff (or Director of Staff).

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 equivalent in other pay systems.

Examples of specialized experience includes knowledge of duties, priorities, commitments, policies, 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 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-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 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 non-technical correspondence.

2.

Knowledge of office functions and commitments and views 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.

Skill in the use 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. Ability to plan, organize work, and meet deadlines.

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 the Commander's, Vice Commander, Chief of Staff's calendar, with complete authority for commitments of time.

Schedules appointments and meetings without prior approval based on personal knowledge of requirements, commitments, priorities, workload, and current issues of importance.

Provides pertinent information to be considered prior to the scheduled meetings. Acts as the primary office assistant to the 48th Fighter Wing Commander, Vice Commander and Chief ofStaff.

Ensures practices and procedures used by secretaries in subordinate offices are consistent with those of the Commander's office.

Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted forthe Commander's signature and serves as a trusted agent to sensitive information.

Receives and screens all emails, publications, regulations, and directives directed to the Commander.

Receives telephone calls, greets visitors and ascertains the nature of the calls or visits, screening those thatcan be handled without supervisor's help.

Places and received both local, long distance and international calls for Commander and Vice Commander representing their position and requests without supervision.

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