SECRETARY (OFFICE AUTOMATION)

Summary

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The primary purpose of this position is to serve as the office assistant performing various administrative and clerical duties in support of an organization normally found in a major command headquarters. Performs office automation support using multiple programs and software, such as databases, spreadsheets, and graphics, in support of administrative and clerical work.

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Duties

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• 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 composes and prepares nontechnical correspondence such as requests for information concerning the organization's mission and programs; office procedures; and letters of acknowledgment, commendation, or notification.
• Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. 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.
• 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. When supervisor is not available, determines whether important business and high ranking calls and visitors should be referred to another staff member or delayed until supervisor is available, taking telephone messages or making later appointments as appropriate.
• 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. Schedules appointments and meetings, without prior approval, based on personal knowledge of workload and current issues, and coordinates with the supervisor as necessary.
• 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. Serves as liaison between the supervisor and subordinate units. Provides advice and guidance to staff in subordinate organizations on administrative, clerical, and procedural requirements and instructions, and responds to fluctuating workloads by shifting clerical staff in subordinate units.
• 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 is required
• Males must be registered for Selective Service, see Legal and Regulatory Guidance
• If authorized, PCS will be paid IAW JTR and AF Regulations. If receiving an authorized PCS, you may be subject to completing/signing a CONUS agreement. More information on PCS requirements, may be found at:
• This posn is subject to provisions of the DoD Priority Placement Program
• For more information on Acq Demo please go to DoD AcqDemo Homepage and Fact Sheet
• Position may require an appropriate security clearance
• Employee must maintain current certifications
• Disclosure of Political Appointments
• All federal employees are required to have direct deposit.
• 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.
• Depending on the type of position (competitive/excepted) you are selected for, you will be required to serve a 1-year probationary period OR 2-year trial period.
• Upon completion of your probationary/trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
• Selectee may be required to serve a probationary or trial period.
• Recruitment Incentive may be authorized for this position
• Applicants must have skills as a qualified typist, a minimum of 40 WPM proficiency. Applicant must upload an authorized proficiency certificate or self-certify proficiency in the assessment tool.
• 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.

Qualifications

Experience requirements are described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Positions, Clerical and Administrative Support Positions..

SPECIALIZED EXPERIENCE : I have, or within 120 days of the closing date of this announcement will have, one year of specialized experience at the next lower grade level (GS 04), pay band (NK-01), or equivalent (pay schedule, pay band, etc). Specialized experience is: Knowledge of Defense Travel System vouchers and authorizations, Microsoft Outlook Calendar scheduling, office functions for support to supervisor and staff in preparing and reviewing correspondence, screen telephone calls and visitors, to maintain supervisor's calendar, and to perform other substantive or administrative work of the organization. The ability to communicate effectively, both orally and in writing.Skilled in typing: 40 words per minute typing speed.

OR

EDUCATION: Have successfully completed a full 4-year course of study leading to a bachelor's degree. NOTE: You must submit a copy of your transcripts.

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:

• 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.
• 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.
• Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports.
• Knowledge of various office automation software programs, tools, and techniques to support office operations and produce a variety of documents such as letters, reports, spreadsheets, databases, and graphs.
• Skill in typing; a qualified typist is required.
• 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

ARE YOU USING YOUR 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

This is an acquisition demonstration project position NK-2 equivalent to a GS-5 to GS-7.

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.

Current Federal Civilian employees may apply for temporary/term positions and if selected, a break in service may be required prior to appointment to the position.

Temporary/Term Appointments: If you are selected for a temporary or term position in the competitive service, your appointment may be extended to the maximum period allowed by law without further competition.

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 determined well qualified and selected, will be placed at the full performance level. You must include a 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 the applicable PPP Self-Certification Checklist (DD3145-1 through DD3145-4, select the appropriate checklist for your 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.

If you have questions regarding this announcement and have hearing or speech difficulties click here.

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.