SECRETARY (OFFICE AUTOMATION)

Summary

Click on "Learn more about this agency" button below to view Eligibilities being considered and other IMPORTANT information. The primary purpose of this position is to: Serve as the principal office assistant performing various administrative and clerical duties in support of an organization normally found in a major command headquarters. Performs office automation support using multiple automated programs and software, such as databases, spreadsheets, and graphics.

Duties

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 composes and prepares nontechnical correspondence such as requests for information concerning the organization's mission and programs; office procedures; and letters of acknowledgment, commendation, or notification. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Reviews correspondence, publications, regulations, and directives which may affect the organization, determining which can be acted on personally and taking appropriate action. Establishes suspense dates and brings to supervisor's attention those that cannot be met by requested date or when there is a conflict. Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. Determines whether important business and high-ranking calls and visitors should be referred to another staff member or delayed until supervisor is available, taking telephone messages or making later appointments as appropriate. Provides administrative and readily available operational information to callers and visitors upon determination of their rights to receive the information. Manages 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. Plans and performs office automation duties requiring different approaches and methods from one assignment to another. Develops methods and procedures for office automation tasks, and identifies and solves problems in existing methods or procedures.

Qualifications

In order to qualify, you must meet the specialized experience requirements described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Clerical and Administrative Support Positions. SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower broadband NK-01, equivalent to the next to lower grade GS-04 or equivalent in the Federal Service. Specialized experience must include 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, locating and assembling information for various reports, maintaining files/records, and making and preparing travel arrangements. OR EDUCATION: Four years of education above the high school level 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: A combination of education and experience as described above may be used to qualify for this 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, locating and assembling information for various reports, maintaining files/records, and making and preparing travel arrangements. 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 administrative work of the organization. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to prepare and edit written correspondence and reports and 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 locate, assemble, and compose information for reports, inquiries, and nontechnical correspondence and 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.

Education

IF USING EDUCATION TO QUALIFY: If position has a positive degree requirement or education forms the basis for qualifications, you MUST submit transcripts with the application. Official transcripts are not required at the time of application; however, if position has a positive degree requirement, qualifying based on education alone or in combination with experience; transcripts must be verified prior to appointment. An accrediting institution recognized by the U.S. Department of Education must accredit education. Click here to check accreditation. FOREIGN EDUCATION: Education completed in foreign colleges or universities may be used to meet the requirements. You must show proof the education credentials have been deemed to be at least equivalent to that gained in conventional U.S. education program. It is your responsibility to provide such evidence when applying.