THIS IS A NATIONAL GUARD TITLE 5 EXCEPTED SERVICE POSITION. This National Guard position is for a SECRETARY (OA), Position Description Number T5100000 and is part of the OH USPFO, National Guard. The primary purpose of this position is: To serve as the principal office assistant, performing various administrative and clerical duties in support of the supervisor and may support the deputy or #2 official.

Duties

As a SECRETARY (OA), GS-0318-7, you will perform the following duties: Prepares a wide variety of recurring and nonrecurring personal and executive correspondence, reports, and other documents from information obtained from the staff, files, and other sources. Routinely composes non-technical correspondence, such as office procedures, requests for information concerning the organization's programs, letters of acknowledgment, commendation, or notification. Develops standard or form letters for responding to inquiries and requests for information. Prepares one-of-a-kind reports from information in various documents, reading correspondence and reports to identify relevant items. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Independently consolidates and finalizes information for various reports in accordance with established reporting procedures and informs supervisor of important matters and deadlines. Anticipates need for information, gathers and summarizes information from files, and prepares material/documents for supervisor's use in responding to inquiries, recognizing which information is, or is not, relevant to issue at hand. Explains reporting requirements and arranges with subordinate officials for the collection and submission of data. Signs routine correspondence of a non-technical nature in the supervisor's name or in own name as secretary to the supervisor. Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the Commander's signature. Receives and screens all publications, regulations, and directives directed to the Commander and brings to the Commander's attention those elements affecting the Commander's area of jurisdiction; specifically indicating procedural changes and furnishing all related materials. 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 supervisor's attention those that cannot be met by requested date or when there is a conflict. Consolidates reports submitted by subordinate units and reviews outgoing correspondence prepared by others for procedural and grammatical accuracy, conformance with general policy, and factual correctness. Advises the writer of any deviations or inadequacies. Responsible for extensive, formal internal and external coordination of the work of the office with the work of other offices and recognizes the need for such coordination in various circumstances. Advises secretaries in subordinate organizations concerning such matters as the information to be provided by the subordinate organizations for use in conferences or reports. Receives telephone calls, greets visitors and ascertains the nature of the calls or visits, screening those that can be handled without supervisor's help. Places both local and long distance calls for Commander or staff personnel. Monitors visitors including general officers, distinguished Air Force and Department of Defense (DoD) visitors, members of Congress and Congressional representatives, foreign dignitaries, high ranking personnel from other government agencies, and to the general public and reports such visits to the Commander. Based on detailed knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office. Personally handles many matters and answers substantive non-technical requests for information which can be provided based on information from records and files or personal knowledge of the organization. Receives requests for information, advises when the material can be furnished, and provides status of reports, suspense dates for matters requiring compliance, and similar information. Determines which of established alternatives to use to resolve complaints/problems. Provides follow-up on requests for information. Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences including those involving staff from outside the immediate office. Independently notes and follows up on commitments made at meetings and conferences by staff members. Schedules appointments and meetings without prior approval based on personal knowledge of the Commander's commitments, priorities, workload and current issues of importance and coordinates with the supervisor as necessary. Makes sure supervisor is fully briefed on the matters to be considered before the scheduled meeting. Performs other duties as assigned. *The above duty description does not contain all details of the official position description. A copy of the entire position description can be found on FASCLASS by searching the position description PD#: (T5100000). https://acpol2.army.mil/fasclass/search_fs/search_fasclass.asp

Requirements

• Federal employment suitability as determined by a background investigation.
• May be required to successfully complete a probationary period.
• Participation in direct deposit is mandatory.
• Work may require access to classified information. Must be able to obtain and maintain the appropriate security clearance.
• A qualified typist is required.
• This position is designated as Essential Personnel and may be subject to duty in preparation for, or in response to, a state emergency or disaster declaration.
• This designation will not exceed 14 calendar days per year unless otherwise approved in advance by the TAG.
• Males born after 31 December 1959 must be registered for Selective Service.

Qualifications

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 that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements.

Education

This job does not have an education qualification requirement.

Contacts

• Address OH USPFO 2825 West Dublin Granville Rd Columbus, OH 43235 US
• Name: Kenneth Voris
• Phone: (614) 336-7202
• Email: [email protected]