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 provide administrative support to the Security Forces Squadron.

Duties

To serve as the principal office assistant performing various clerical and administrative duties in support of an organization when guidelines are not specific and not directly applicable to employee assignments. Performs office automation support using multiple automated programs and software, such as databases, spreadsheets, and graphics in support of the administrative and clerical work. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives and determines what needs to be brought to the attention of leadership, referred to appropriate staff, routed to other organizations/offices, or handles personally. Provides advice and guidance to staff in subordinate organizations on administrative, clerical, and procedural requirements and instructions. 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. Maintains supervisor's calendars, coordinates meeting arrangements, and schedules meetings and/or conferences without prior approval in accordance with supervisor's policies and priorities, and coordinates with the supervisors as necessary. Performs other duties assigned.

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 Positions, Clerical and Administrative Support Positions. SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower broadband NK-1, equivalent to the next to lower grade GS-4 or equivalent in the Federal Service. Specialized experience must include assisting with composing non-technical correspondence, such as office procedures, requests for information concerning the organization's programs, letters of acknowledgment, commendation, or notification; receive and screen all publications, regulations, and directives directed to the Commander and brings to the Commander's attention those elements affecting the Commander's area of jurisdiction; specifically indicating procedural changes and furnishing all related materials; update and maintain office procedures and records/files of various types to ensure effective and efficient operation of the office; ability to develop methods and procedures for office automation tasks, and assist with identifying and solving problems in existing methods or procedures. 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: 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 nontechnical correspondence. 2. Knowledge of office functions and commitments of supervisor and staff to prepare and review correspondence, to screen telephone calls and visitors, 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. 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. 5. 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.

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 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.