secretary (oa) (title 5)

3 weeks ago


Jefferson City, Missouri, United States Department Of The Army Full time
Summary

THIS IS A NATIONAL GUARD TITLE 5 EXCEPTED SERVICE POSITION.

This National Guard position is for a GS SECRETARY (OA) (TITLE 5), Position Description Number T in SPMD 1210 and is part of the MO Command Admin Office.

APPOINTMENT FACTORS: This is an Indefinite/Permanent (may retain current tenure if on-board) Excepted Service position. This is a bargaining position. SEE NOTES UNDER CONDITIONS OF EMPLOYMENT BELOW.



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 signature.
  • Receives and screens publications, regulations, and directives and brings to the supervisor?s attention those elements affecting the supervisor?s area of jurisdiction; specifically indicating procedural changes and furnishing related materials.
  • 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.
  • Performs duties with the responsibility 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.
  • Monitors visitors including general officers, distinguished Air Force and Department of Defense (DoD) visitors, members of Congress and Congressional representatives, foreign dignitaries, and high ranking personnel from other government agencies.
  • 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.
  • Maintains supervisor?s calendar, coordinates meeting arrangements, and schedules meetings and/or conferences including those involving staff from outside the immediate office.
  • Makes necessary arrangements such as location, time, contacts participants, ensures required materials and services are provided, attends the meetings, and reports on the proceedings.
  • Performs other duties as assigned.

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