Secretary (Office Automation)- Direct Hire Authority

Full Job Description

Veteran's preference does not apply to DHA recruitment. Click on "Learn more about this agency" button below for more information.

The primary purpose of this position is to perform various administrative and clerical duties in support of the organization; and performs office automation support using multiple automated programs and software in support of the administrative and clerical work.

Experience requirements are described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Positions, Clerical and Administrative Support Positions..

GENERAL EXPERIENCE: Applicants must have at least 1 year (52 weeks) of specialized experience at the next lower broadband NK-01, equivalent to the next lower grade GS-04 or equivalent in other pay systems.

General experience is experience in preparing a wide variety of recurring and nonrecurring correspondence, reports and other documents from information obtained from the staff, files and other sources; reviewing and processing incoming and outgoing correspondence; receiving telephone calls, greeting visitors and ascertaining the nature of the calls or visits; maintaining supervisor's calendar, coordinating meeting arrangements and scheduling meetings and/or conferences; and performing clerical work utilizing multiple office automation software with varied functions.

NOTE: Due to the use of 120-day rosters, this period of experience may be completed within 120 days of the closing date of this announcement.

OR EDUCATION: Successfully completed 4 years above High School level in any field for which High School graduation or the equivalent is required.

This education has been obtained in an accredited Business, Secretarial or Technical School, Junior College, College or University. NOTE: You must submit a copy of your transcripts.

OR COMBINATION OF EXPERIENCE AND EDUCATION: Equivalent combinations of successfully completed post High School education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position.

NOTE: You must submit a copy of your transcripts.

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, inquires, 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 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.

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:

Prepares a wide variety of recurring and nonrecurring personal and executive correspondence, reports, and other documents from information obtained from the staff, files, and other sources.

Reviews and processes incoming and outgoing correspondence, reports and other materials submitted for the Commander's signature.

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

Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences including those involving staff from outside the immediate office.

Performs other clerical and administrative work in support of the office/organization.

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.