Secretary (Office Automation)

Duties

The following are the duties of this position at the full working level. If this vacancy includes more than one grade and you are selected at a lower grade level, you will have the opportunity to learn to perform these duties and receive training to help you grow in this position.

Receives telephone calls and visitors for the manager, determines which calls can be answered personally, and which can be directed elsewhere. Obtains needed background information before referring calls to the manager.

Receives and reviews all incoming mail and correspondence for the manager, referring items of special importance to the manager. Routes correspondence to staff members and establishes controls for response to action items. Reviews incoming directives and issuances, bringing those of interest to the manager's attention. Drafts or prepares routine correspondence and other written materials in final form on own initiative.

Maintains the manager's appointment schedule, making final commitments, and advises the manager of appointments and commitments that might affect future decisions. Arranges meetings and conferences for the manager, including space, time, and staff. Assembles background material for agenda items, summarizes material for the manager's use, and informs participants of topics to be discussed.

Reviews correspondence and action documents prepared for the signature of the manager for grammar, format, clarity of information and conformance with the manager's viewpoint. On own initiative, returns to the originator for correction. Maintains manager's confidential files and establishes and maintains administrative files.

Serves as liaison between the manager and key subordinate staff members and other key officials. Briefs staff on the manager's views on current issues, programs, and activities. Serves as liaison to Regional and National Office officials concerning matters relating to controversial inquiries and other sensitive issues.

Standard Position Descriptions (SPD): PD94495 Visit the IRS SPD Library to access the position descriptions.