THIS IS A NATIONAL GUARD TITLE 5 EXCEPTED SERVICE POSITION. This National Guard position is for a SECRETARY (OA) (T5) , Position Description Number T5102000 and is part of the AL DSCPER Family Services Division, National Guard. ORGANIZATION: JFHQ, MONTGOMERY, AL SELECTING OFFICIAL: 1SG J. WASSUM

Duties

1. Receives visitors and telephone calls and exercises judgment in screening those that can be handled personally or be referred to other staff personnel or divisions. Determines when the supervisor should be interrupted. May also take care of many matters and give out administrative and readily available substantive information to callers. 20% 2. Schedules appointments and makes arrangements for time, participants, and location of meetings in accordance with instructions from supervisor or without prior clearance based upon personal knowledge of supervisor's workload and current issues of importance. May remind supervisor of appointments and furnish information from files or schedules briefings by others in preparation for scheduled meetings. May also, reschedule appointments when the supervisor cannot meet previous schedules and during supervisor's absence, maintain a chronological record of events including official visitors, decisions to be made upon return, unfinished business requiring attention and related matters. Keeps informed of supervisors whereabouts to assure minimum delay concerning important messages or visitors. 20% 3. Receives incoming correspondence, screens material prior to distribution, establishes controls, and follows up for the supervisor. Prepares responses to requests for general information concerning the organization's functions from source material. The incumbent may also do the following: Anticipate need for information and prepare material so that it is immediately available for supervisor's needs; in the absence of the supervisor, assume responsibility for ensuring that requests for action or information are made known to responsible official who can satisfy the request; and follow up on required actions and inform supervisor of status. Reads incoming correspondence, publications, regulations, and directives, which may affect the supervisor. Determines those that can be acted upon personally and drafts replies to general inquiries not requiring a technical knowledge of the program. Obtains clarification of instructions from originating offices or other appropriate points. Determines which items are of importance or interest to the supervisor and refers them accordingly. Maintains suspense records on incoming correspondence and action documents and follows up on work in process to ensure timely reply or action. 15% 4. Reviews outgoing correspondence for proper format, conformance with general policy and procedural instructions, grammar, accuracy and inclusion of necessary attachments. Returns such communications to originator for correction. May advise and instruct subordinate offices to obtain higher degree of compliance with general policies and correspondence. May sign routine correspondence of a non-technical nature. Utilizes word processing equipment to select information from source data or type, from plain copy or rough draft, a variety of material, including military and nonmilitary correspondence, reports, summary sheets and staff studies, and statistical and tabular material. In addition to the aforementioned duties the incumbent, at the request of the supervisor, may also perform the following duties, these additional duties do not impact the grade. 15% 5. Arranges for travel, arranges visit schedules, notifies organizations and officials to be visited, makes reservations, and submits travel vouchers and reports. Incumbent may also, make arrangements for conferences and meetings, including such matters as location, schedule, agenda and attendance list; assemble background material; attend meetings and perform associated duties; and remind supervisor and staff members of commitments made and monitors progress until the work is completed. Arranges for travel, arranges visit schedules, notifies organizations and officials to be visited, makes reservations, and submits travel vouchers and reports. 6. Maintains office files of correspondence, directives, regulations, and other convenient information.15% Performs other duties as assigned.

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.
• Must be able to obtain and maintain the appropriate security clearance of the position.
• May occasionally be required to work other than normal duty hours; overtime may be required.

Qualifications

GENERAL EXPERIENCE- Experience, education, or training performing any combination of the following tasks: typing (letters, forms); general clerical (answering the telephone, receiving visitors, composing correspondence, filing, reviewing outgoing correspondence for grammar, format, etc.) stenographic (taking and transcribing shorthand). Experience using computer and automation systems. SPECIALIZED EXPERIENCE- 1 year equivalent to at least GS-4 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. Knowledge Required by the Position: -- Knowledge of the duties, priorities, commitments, policies and program goals of the organization sufficient to perform comprehensive clerical and administrative support assignments as described above. -- Knowledge and skill to coordinate the work of the office with other offices. -- Knowledge of grammar, spelling, punctuation and required formats. -- Knowledge of general office automation software, practices, and procedures and competitive level proficiency in typing to accomplish word processing/office automation responsibilities.

Education

4 years above high school.

Contacts

• Address AL JFHQ AL Command Administrative Office 1720 Congressman Dickinson Dr Montgomery, AL 36109 US
• Name: Jamie Wassum
• Phone: 334-874-3265
• Email: [email protected]