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 This position serves as the principal office assistant providing executive secretarial support to the AFMC Executive Director. The incumbent is responsible for ensuring the high quality of projects, correspondence, and associated special tasks directly supporting the official responsibilities of the Executive Director.

Duties

1. Manages the Executive Director's daily schedule of meetings and appointments for the most advantageous use of time. At own discretion arranges, refuses, or shifts appointments, ceremonies, briefings, presentations, meetings, etc., coordinating with the staff offices concerned and arranging for a member of the Executive Director's staff to represent him/her when appropriate. Reminds the Executive Director of time and place of appointments, assures that any required advanced actions have been completed, and keeps him/her informed of matters requiring attention. Works closely with offices of the Commander, Deputy Commander, Executive Officer and/or Aide to the Commander, coordinating their schedules in order that they may attend meetings with the Executive Director as required. Reserves time each day when the Executive Director can be available to his/her staff officers for consultation. 2. Maintains cognizance of and follows closely all subjects reviewed and actions directed by the Executive Director each day, receiving information directly from various staff officers and the Executive Director upon conclusion of discussion as well as through daily flow of business. Provides the Executive Director with status information, extends completion dates if explanations for delays are reasonable, and serves in a liaison capacity to transmit information between the Executive Director and his/her staff as action progresses, new developments occur, or changes in policy, priority, or requirements are made. 3. Reviews incoming correspondence, directives, and publications. Determines from subject matter which correspondence can be handled personally and prepares replies accordingly. Based on personal knowledge or information from files, refers incoming correspondence to appropriate office of responsibility. Maintains suspense file and follow ups to ensure that correspondence and reports are prepared and submitted on time. Establishes and maintains office files in accordance with established procedures. Reviews correspondence, reports, and other" documents prepared by others for signature/ coordination of the Executive Director to ensure procedural and grammatical accuracy, conformance with general policy, factual correctness. Calls inadequacies or deviations to originator's attention, or, as appropriate, rewrites in Executive Director's personal style. Provides guidance and technical direction to subordinate clerical personnel. When requested, informs supervisor of sources of information on various matters. 4. Personally, initiates actions, including correspondence, on a variety of matters on which the Executive Director's viewpoint and desires are known and involving matters received through official channels, of semi-official, personal, or confidential nature, or which require an interim response pending subsequent action at a later or more convenient time. Prepares a wide variety of personal and executive correspondence, reports, and other documents from information obtained from staff, files, and other sources. 5. Uses varied functions of multiple office automation software to produce a wide range of documents, formats, etc. Specific processing functions involved require a varying number and sequence of steps and use of different functions from one assignment to another. Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters; uses existing database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphics software to provide graphs and charts for reports and presentations. Transmits and receives documents and messages electronically using personal computers or workstations that are networked or linked to other computers or workstations. 6. Makes travel arrangements based on specific request provided by traveler.

Qualifications

Experience requirements are described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Positions, . Clerical and Administrative Support Positions.. SPECIALIZED EXPERIENCE: I have, or within 120 days of the closing date of this announcement will have, one year of specialized experience at the next lower grade level GS 07, pay band (NK-02), or equivalent (pay schedule, pay band, etc). Specialized experience described as: preparing a wide variety of recurring and nonrecurring correspondence, reports and other documents from information obtained from the staff, files, and/or other sources; reviewing and processing incoming and outgoing correspondence; providing telephone and reception services; maintain supervisor's calendar, coordinating meeting arrangements or scheduling meeting or conferences; performing clerical work; use of multiple office automation software with varied functions; locate, assemble, and compose information for reports, inquiries, and/or nontechnical correspondence; and the ability to plan, organize work, and meet deadlines. Skilled in typing: 40 words per minute typing speed. 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 command 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 office automation software functions to support office operations and produce a variety of textual documents such as letters, reports, memos, and form letters. Skill in typing; a qualified typist is required. Ability to communicate effectively, both orally and in writing. Ability to locate, assemble, and compose information for reports, inquiries, and non-technical correspondence 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

ARE YOU USING YOUR 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 requir