Job opening: SECRETARY (OFFICE AUTOMATION)
Salary: $52 352 - 68 062 per year
Published at: Aug 14 2023
Employment Type: Full-time
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The primary purpose of this position is to serve as the principal administrative office assistant performing various administrative and clerical duties to the Director of Staff. Perform office automation support using multiple automated programs and software, such as databases, spreadsheets, and graphics in support of the administrative and clerical work.
Exercises exclusive control over supervisor's calendar. Establishes priorities, schedules meetings and appointments, accepts or declines invitations, and arranges for substitute representation without prior approval based on personal knowledge of the supervisor's preferences, priorities, commitment, protocol, workload, current issues, and unwritten policies and practices.
Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. Based upon detailed knowledge of the organization and its programs and operations, determines appropriate action and handles most business involving established policy or routine matters without referring persons to the supervisor.
Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents from information obtained from the staff, files, and other sources. Prepares and finalizes various recurring reports, determining and modifying format, content, and frequency requirements.
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.
Performs other clerical and administrative work in support of the office/organization. Develops, establishes, updates, and maintains office procedures and records/files of various types to ensure effective and efficient operation of the office.
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.
- Must complete initial online questionnaire and additional assessment(s)
- U.S. Citizenship is required
- Males must be registered for Selective Service, see www.sss.gov
- This position is subject to provisions of the DoD Priority Placement Program
- Disclosure of Political Appointments
- All federal employees are required to have direct deposit.
- TRAVEL AND RELOCATION EXPENCES WILL NOT BE PAID
- Must be able to obtain and maintain a Top Secret clearance
- It is desirable that the incumbent be well versed in protocol and possess a high level of mature judgement
- The incumbent must have the ability to type a minimum of 40 words per minute
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-07, or equivalent in other pay systems. Examples of specialized experience includes 1) Making arrangements for travel to include making hotel and transportation arrangements and submitting travel vouchers and reports; 2) Planning and performing complex office automation duties requiring different approaches and methods from one assignment and/or program to another; 3) Gathering and summarizing information from files and preparing material/documents for supervisor's use in responding to inquiries, recognizing which information is, or is not, relevant to issue at hand; 4) Accurately taking and transcribing dictation of correspondence, reports and telephone conversations.
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-07 level is required to meet the time-in-grade requirements for the GS-08 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, 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, 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 word processing automation software functions to support office operations and produce a variety of textual documents, such as letters, reports, memos, and form letters.
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.
********************ADDITIONAL INFORMATION FOR ACTIVE DUTY SERVICES MEMBERS********************
ACTIVE DUTY SERVICE MEMBERS:
The VOW Act requires federal agencies to treat an eligible active duty service member as a veteran, disabled veteran, and preference eligible (as applicable) when applying for civil service positions before the effective release or discharge date. Appointment of military members before the release or discharge date is permissible if the member is on terminal leave. At the time the active duty member applies for a civil position, he or she must submit a "certification" memo in lieu of a DD-Form 214, Certificate of Release or Discharge from Active Duty
. Active duty members applying for a civil service position without submitting a valid certification memo or DD-Form 214 with their application will render the member ineligible for the position. The certification memo must originate from the member's military service branch on official letterhead and contain the following:
- Name/Rank/Grade of Service Member
- Branch of Armed Forces
- Dates of Active Service (Start and End Date(s)
- Expected Date of Discharge/Release from Active Duty
- Terminal leave start date (if applicable)
- Expected character of service (honorable or general) and type of separation (i.e. separation or retirement)
- Must be certified within 120 days of anticipated discharge
- Signature by, or by direction of the adjutant, personnel office, unit commander, or higher headquarters commander.
Note: The VOW Act provides tentative preference. If appointed, a DD Form-214 must be submitted upon receipt
- Address JB Langley-Eustis
45 Nealy Avenue
JB Langley-Eustis, VA 23665
- Name: Total Force Service Center
- Phone: 1-800-525-0102
- Email: [email protected]