Secretary (Oa)

As a SECRETARY (OA) GSyou will:

• Receives visitors and telephone calls.
• Schedules appointments meetings and conferences without prior clearance based upon personal knowledge of supervisors workload and current issues of importance.
• Prepares responses to requests for general information concerning the organizations functions from source material
• Collect analyze and provide statistical reports.
• Makes arrangements for conferences and meetings including such matters as location schedule agenda and attendance list
• Reads incoming correspondence publications regulations and directives which may affect the supervisor
• Reviews outgoing correspondence for proper format conformance with general policy and procedural instructions grammar accuracy and inclusion of necessary attachments.
• Performs other duties as assigned.

Conditions of employment

Additional Employment Requirements:

-Participation in direct deposit is mandatory

-May be required to successfully complete a probationary period

-Federal employment suitability as determined by a background investigation

-Males born after 31 December 1959 must be registered for Selective Service

You may be required to successfully complete a 1- or 2- year probation/trial period to assess performance conduct agency needs public interest and efficiency. Employment ends unless certified in writing that it advances the agencies interest.

Qualifications

To qualify for this position applicants must possess specialized experience that demonstrates the ability to perform the following duties:

1. Administrative Support: Experience providing comprehensive administrative support to supervisors or senior officials including managing schedules coordinating meetings and ensuring efficient office operations.

2. Communication Skills: Proven ability to communicate effectively both verbally and in writing. This includes screening and directing phone calls greeting visitors and providing accurate information regarding organizational functions and procedures.

3. Calendar Management: Experience in managing and maintaining a supervisors calendar scheduling appointments and meetings and adjusting schedules based on workload and priorities.

4. Document Preparation: Proficiency in preparing a variety of documents including correspondence reports and presentations. Experience in utilizing word processing software to draft edit and format documents is essential.

5. Meeting Coordination: Ability to organize and facilitate meetings and conferences including arranging logistics preparing agendas and compiling relevant background materials.

6. Correspondence Management: Experience in reviewing and processing incoming and outgoing correspondence ensuring adherence to policy format and procedural standards. Ability to draft responses for non-technical inquiries.

7. Follow-Up and Tracking: Proven capability in maintaining suspense records and monitoring action items to ensure timely responses and completion of tasks.

8. Interpersonal Skills: Strong interpersonal skills to interact effectively with a diverse range of individuals including military personnel civilian staff and external stakeholders.

9. Knowledge of Organizational Functions: Familiarity with the functions and operations of the organization to provide informed assistance and support to supervisors.

10. Team Collaboration: Experience working collaboratively within a team environment providing guidance to clerical personnel and fostering a productive office atmosphere.

Additional Qualifications

• Technical Proficiency: Familiarity with office software such as Microsoft Office Suite (Word Excel PowerPoint) and any specialized software relevant to the organization.
• Time Management: Demonstrated ability to prioritize tasks and manage competing deadlines effectively.