About the role
Duties
Summary of Duties:
Receives visitors and telephone calls to the office, determines the nature of requests and directs caller to appropriate staff or personally provides information desired when routine or procedural matters are involved.
Maintains supervisor's activity calendar.
Reviews and screens incoming correspondence prior to distribution for suspense dates, establishing controls and follow-up for supervisors.
Responsible for filing subject matter files and records.
Develops file maintenance disposition reports; and serves as the Records Management contact for the office.
Prepares and types correspondence, reports, and records in final form from rough drafts.
Reviews and edits correspondence prepared for supervisor; checks spelling, grammatical content, and conformance to formats and procedural requirements.
Serves as timekeeper, maintains time and attendance reports, and leave records.
Reviews, verifies for accuracy and processes all travel related documents including authorizations, advances, and vouchers.
Compiles periodic and special reports.
Qualifications
Experience and Education Requirements: (OPM Operating Manual, Qualification Standards for One-Grade Interval Clerical and Administrative Support Positions, GS-0318).
GS-5: 1 year of specialized experience equivalent to the GS-4 grade level in the Federal service that included performing a range of clerical duties that included word processing, typing a variety of correspondence, reports, statistical charts, or similar; preparing, editing and reviewing correspondence; ensuring that all requests for action or information are acted upon and due dates are met; making travel arrangements; maintain activity calendars, processing time and attendance records; and maintaining office filing systems. These examples are not all inclusive (refer to the summary of duties for specialized experience) OR 4 years of successfully completed education above the high school level in any field at an accredited business, secretarial or technical school, junior college, college or university. (One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school).
Proficiency Requirements: In addition to meeting the experience or education requirements, for all positions titled as Office Automation or any clerical positions which has parenthetical title of Office Automation (OA), applicants must have typing proficiency of 40 words per minute (wpm) and knowledge of general office automation software such as, word processing, personal computer, electronic mail, database management, spreadsheet, etc. Failure to provide OA proficiency will result in loss of consideration. Applicants may meet the office automation requirement by passing the appropriate test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office or by self-certifying their proficiency.
Specialized Experience: Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and is typically in or related to the position to be filled.
Education
Foreign Education: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education.
Qualifying education from colleges and universities in foreign countries must be evaluated in terms of equivalency to that acquired in U.S. colleges and universities. Applicants educated in whole or in part in foreign countries must submit sufficient evidence, including transcripts, to an accredited private organization for an equivalency evaluation of course work and degree. You must provide a copy of the letter containing the results of the equivalency evaluation upon request. Failure to provide such documentation when requested will result in lost consideration.
For more information regarding evaluation of foreign education for federal employment, please visit the U.S. Dept of Ed.
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