SECRETARY (OFFICE AUTOMATION)

Duties

Major Duties 

1. Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents from information obtained from the staff, files, and other sources.
2. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives.
3. Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits.
4. Independently notes and follows-up on commitments made at meetings and conferences by staff members, and maintains supervisor's calendar, coordinates meeting arrangements, and/or schedules meetings and/or conferences.
5. Performs other clerical and administrative work in support of the office/organization.
6. Uses multiple office automation (OA) 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.

Qualifications

Basic Qualification Requirement:  You must meet one of the following qualification requirements by the closing date of the announcement and provide documentation to support your qualifications (If you are using education to qualify, failure to submit the required documentation will result in you being rated ineligible. See sections on "College Transcripts" and "Foreign Education" below for required documentation.):

1. Specialized Experience: 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: Prepares and finalizes various recurring reports, determining and modifying format, content, and frequency requirements; Independently composes and prepares nontechnical correspondence such as requests for information concerning the organization's mission and programs; office procedures; and letters of acknowledgment, commendation, or notification; Anticipates need for information, gathers and summarizes information from files, and systematically prepares material so that it is immediately available for supervisor's needs; Reads incoming correspondence, publications, regulations, and directives which may affect the organization, determining which can be acted on personally and taking appropriate action, such as obtaining clarification from originating offices when necessary, preparing a summary for supervisor's information, determining which ones impact/affect subordinate units and ensuring units are informed, and assisting administrative and clerical personnel in interpreting instructions and establishing action required of them. This experience must have been at a level of difficulty and complexity sufficient to demonstrate the ability to perform the duties of this position. It may have been gained in the private sector, volunteer service, military service, and/or government service, etc.

 

To view qualifying educational requirements and/or combination of education and specialized experience click on the following link:

https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/#url=Group-Standards

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 and 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, to maintain supervisor's calendar, 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. Skill in typing; a qualified typist is required.
6. 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? You MUST provide transcripts to support your educational claims.  Education must be accredited by an accrediting institution recognized by the U.S. Department of Education. xml:namespace prefix = "o" ns = "urn:schemas-microsoft-com:office:office" /

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 xml:namespace prefix = "st1" ns = "urn:schemas-microsoft-com:office:smarttags" /U.S. education program.  It is your responsibility to provide such evidence when applying.