SECRETARY (OFFICE AUTOMATION)

Summary

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The primary purpose of this position is to serve as the principal office assistant performing various administrative andclerical duties in support of the organization.

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Duties

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• DUTY 1: Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents and reviews and finalizes correspondence/documents prepared by others in handwritten or electronic drafts.
• DUTY 2: Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Responsible for coordinating the work of the office with other offices and organizations, recognizing what coordination procedures are required for different circumstances.
• DUTY 3: Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits.
• DUTY 4: Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences.
• DUTY 5: Performs other administrative and clerical work in support of the office/organization. Establishes, updates, and maintains office procedures and records of various types that may be needed or will assist in the efficient operation of the office. Serves as liaison between supervisor and subordinate units.
• DUTY 6: 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

Requirements

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Conditions of employment

• U.S. Citizenship Required
• Males must be registered for Selective Service, see
• Direct Deposit: All federal employees are required to have direct deposit.
• The position is subject to provisions of the DoD Priority Placement Program.
• Disclosure of Political Appointments.
• Relocation costs or other incentives may be available and considered by the organization.
• This position may require travel.
• This position may require drug testing and the candidate may be subject to passing a drug test upon selection.
• Selectee is expected to be granted with and/or maintain the appropriate security clearance required for the position.
• Applicants must have skills as a qualified typist, a minimum of 40 WPM proficiency.

Qualifications

Condition of Employment: Applicant must upload an authorized proficiency certificate or self-certify proficiency in the assessment tool. NOTE: You will be considered INELIGIBLE if no information is provided concerning typing speed.

Experience requirements are described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Positions, Group Coverage Qualification Standard for Clerical and Administrative Support Positions. Due to the use of 120-day rosters, this period of experience may be completed within 120 days of the closing date of this announcement.

SPECIALIZED EXPERIENCE: Applicants must have at least one year (52 weeks) of specialized experience at the next lower grade GS-05, or equivalent in other pay systems. Examples of specialized experience include experience providing office automation support using multiple automated programs and software such as word processing, databases, spreadsheets and graphics in support of the administrative and clerical work. Skills in typing should reflect utilizing knowledge of correct grammar, spelling, punctuation, capitalization; preparing, reviewing and processing a wide variety of correspondence, reports and other documents. Experience should include establishing and monitoring suspense dates; receiving telephone calls, greeting visitors, coordinating meetings and/or conferences; maintaining supervisor's calendar and/or other administrative and clerical related support functions.

NOTE: Due to the use of 120-day rosters, this period of experience may be completed within 120 days of the closing date of this announcement.

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-05 level is required to meet the time-in-grade requirements for the GS-06 level. TIG applies if you are in a current GS position or held a GS position within the previous 52 weeks.

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, operations, functions, and commitments applied to secretarial and clericalassignments to perform the procedural and administrative work of the office, such as screening calls and visitors,maintaining supervisor's calendar, preparing, reviewing and editing documents, locating and assembling information forvarious reports, maintaining files/records, and making and preparing travel arrangements.

2. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit writtencorrespondence and reports, and transcribed material.

3. Knowledge of various office automation software programs, tools, and techniques to support office operations andproduce a variety of documents such as letters, reports, spreadsheets, databases, and graphs.

4. Skill in typing; a qualified typist is required.

5. 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

IF USING EDUCATION TO QUALIFY: If position has a positive degree requirement or education forms the basis for qualifications, you MUST submit transcriptswith the application. Official transcripts are not required at the time of application; however, if position has a positive degree requirement, qualifying based on education alone or in combination with experience, transcripts must be verified prior to appointment. An accrediting institution recognized by the U.S. Department of Education must accredit education. Click here to check accreditation.

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 U.S. education program. It is your responsibility to provide such evidence when applying.

Additional information

Interagency Career Transition Assistance Program (ICTAP): For information on how to apply as an ICTAP eligible click here. To be well-qualified and exercise selection priority for this vacancy, displaced Federal employees must be rated well qualified or above for this position. You must submit a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting position, grade level, and duty location.

Employed Annuitants (Reemployed Annuitants): Applicants in receipt of an annuity based on civilian employment in the Federal Service are subject to the DoD Policy on The Employment of Annuitants. Click here for more information.

120-Day Register: This announcement may result in a 120-day register that may be used to fill like vacancies for 120 days after the closing date. Applicants may be referred for consideration as vacancies occur.

Military Spouse Preference (MSP) Eligible: MSP applicants, if determined best qualified, must be selected and placed at the highest grade for which they applied. You must include a completed copy of the DD Form 3145-4, Military Spouse PPP Self-Certification Checklist dated within 30 days along with the documents identified on the checklist to verify your eligibility for MSP. Click here to obtain/download a copy of the DD Form 3145-4, Military Spouse PPP Self-Certification Checklist.

Priority Placement Program (PPP) Applicant Eligible: PPP Applicants, if determined well qualified and selected, will be placed at the at the full performance level. You must include the applicable completed copy of the PPP Self-Certification Checklist dated within 30 days along with the documents identified on the checklist to verify your eligibility as a PPP Applicant. Click here to obtain/download a copy of the applicable PPP Self-Certification Checklist (DD3145-1 through DD3145-4, select the appropriate checklist for your claimed preference). To determine the applicable PPP Self-Certification Checklist required to substantiate the eligibilities you are claiming, refer to the AF Civilian Employment Eligibility Guide located in the Required Documents section of this vacancy announcement.

Disabled veteran leave is available to a Federal employee hired on/after 5 Nov 2016, who is a veteran with a service-connected disability rating of 30% or more. For more information, click here.

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Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.