Secretary (Office Automation)

• Prepares a wide variety of recurring and nonrecurring correspondence reports and other documents and reviews and finalizes correspondence/documents prepared by others in handwritten or electronic drafts. Composes and signs correspondence of a nontechnical nature in the supervisors name or in own name as secretary. Consolidates and finalizes information for various reports in accordance with established procedures. Based on knowledge of substantive programs of the organization gathers and summarizes information from files and documents for supervisors use in responding to inquiries recognizing which information is or is not relevant to issue at hand.
• Reviews and processes incoming and outgoing correspondence materials publications regulations and directives. Screens incoming mail to identify what needs to be brought to the attention of the supervisor referred to appropriate staff rerouted to other organizations/offices or handled personally. Establishes and monitors suspense dates and brings to supervisors attention those that cannot be met by requested date or when there is a conflict. Responsible for coordinating the work of the office with other offices and organizations recognizing what coordination procedures are required for different circumstances.
• Receives telephone calls greets visitors and ascertains the nature of the calls or visits. Based upon knowledge of the organization and its programs and operations refers telephone calls and visitors to appropriate staff or office. Personally answers substantive nontechnical requests for information which can be provided based on information from records and files or personal knowledge of the organization. Locates and selects appropriate references and procedures for application to specific questions. When unable to locate information or cannot answer questions refers caller/visitor to a staff member. Provides follow-up on requests for information.
• Maintains supervisors calendar coordinates meeting arrangements and schedules meetings and/or conferences. Schedules appointments and meetings without prior approval in accordance with supervisors policies and priorities and coordinates with the supervisor as necessary. Based on information provided by supervisor concerning the purpose of meeting and people to attend makes necessary arrangements such as location time contacting participants and ensuring all required materials and services are provided. Informs supervisor of conflicts reschedules appointments when it is clear that the supervisor will not be able to make all commitments contacts other people to attend meetings in lieu of supervisor when necessary and makes calendar available to supervisor and others to minimize conflicts in scheduling.
• Performs other administrative and clerical work in support of the office/organization. Establishes updates and maintains office procedures and records of various types that may be needed or will assist in the efficient operation of the office. Serves as liaison between supervisor and subordinate units. Provides advice and guidance to subordinate organizations staff and clerical personnel on administrative clerical and procedural requirements and instructions and assists in solving problems to which existing guidelines can be applied. 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.

Conditions of employment

• U.S. Citizenship Required
• Males must be registered for Selective Service see
• If authorized PCS will be paid IAW JTR and AF Regulations. If receiving an authorized PCS you may be subject to completing/signing a CONUS agreement. More information on PCS requirements may be found at: position is subject to provisions of the DoD Priority Placement Program
• Disclosure of Political Appointments
• Advance in hire may be authorized if there is demonstrable proof provided on your resume
• Leave accrual may be authorized upon request
• Depending on the type of position (competitive/excepted) you are selected for you will be required to serve a 1-year probationary period OR 2-year trial period.
• Upon completion of your probationary/trial period your employment will be terminated unless you receive certification in writing that your continued employment advances the public interest.
• Must be able to obtain and maintain a Secret Security Clearance
• The incumbent must have the ability to type a minimum of 40 WPM

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 grade GS-05 or equivalent in other pay systems. Examples of specialized experience includes performing the duties priorities commitments policies and program goals of the organization sufficient to perform nonroutine 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-05 level is required to meet the time-in-grade requirements for the GS-06 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 operations functions and commitments applied to secretarial and clerical assignments to perform the procedural and administrative work of the office such as screening calls and visitors maintaining supervisors calendar preparing reviewing and editing documents locating and assembling information for various reports maintaining files/records and making and preparing travel arrangements.

2. Knowledge of correct grammar spelling punctuation capitalization and format to accurately prepare and edit written correspondence and reports and transcribed material.

3. 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.

4. Skill in typing; a qualified typist is required.

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.