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Secretary (Office Automation)
2 months ago
Clarification from the agency
U.S. Citizens and U.S. Nationals
Duties
Serves as the secretary to the Area Manager and provides administrative support to the Division Chiefs and administrative staff of the Northern California Area Office (NCAO). Actively participates in the management of the office by relieving the Area Manager, Division Chiefs, and others of administrative and miscellaneous duties.
-Arranges, attends, and serves as a recorder at executive meetings and conferences.
-Monitors meetings and conferences to identify and summarize decisions and commitments, and follow-up on action items with participants or support personnel. Assembles background material for agenda items and informs participants of topics to be discussed.
-Attends Regional Management Team (RMT) secretarial meetings and California Great Basin Administrative Support Council meetings. -Provides input to the Reclamation Handbook and instructs the subordinate clerical staff throughout NCAO on matters concerning congressional inquiries, directives, reports, correspondence, and telephone procedures.
-Prepares correspondence and reports from notes taken during meetings and consultations with Area Manager and Management Team.
-Composes replies for the Area Manager regarding general inquiries on such matters as confirmation of appointments; dates and arrangements for visiting groups; meetings; conferences; letters of appreciation; thank you notes; and correspondence of a personal or non-technical nature. Requests material from official or working files for use in the preparation of correspondence or reports.
-Reviews correspondence for Area Manager's signature for grammar, construction, format, attachments/enclosures, and conformance with Reclamation's Correspondence Handbook.
-Collaborates with Administrative Officer on information flow and special activities affecting total organization. Maintains Area Manager's personal technical library and working files.
-Receives and screens telephone calls and visitors. Furnishes desired information or directs caller to appropriate staff member for action, taking into consideration the Area Manager's interests and desires.
-Coordinates and maintains automated calendars and schedules appointments for the Area Manager.
Requirements
Conditions of Employment
You must be a U.S. Citizen or U.S. National.
You must be suitable for federal employment, determined by a background investigation.
You must submit a resume and supporting documentation (see Required Documents).
You must submit eligibility documents for veterans consideration (see Required Documents).
You must meet any minimum education and/or experience requirements (see Qualifications).
You must maintain a valid State Driver's License at all times as the position requires operation of government vehicles on government and public roads. Failure to maintain a valid State Driver's License at all times will result in removal from the position.
Travel is required 5% of the time.
Occasional overnight travel to attend meetings, conferences, training etc.
The skill of a qualified typist (40 WPM) is required.
Handles a broad range of confidential and/or sensitive issues (from personnel-related issues that must remain confidential to policy matters that cannot be prematurely disclosed outside the office's management team). Maintains strictest confidentiality in the perform
Qualifications
In order to be rated as qualified for this position, the HR Office must be able to determine that you meet the specialized experience requirement - this information must be clearly supported in the resume.To qualify at the GS-07, you must possess one year of specialized experience equivalent in difficulty and complexity to at least the GS-06 level in federal service having demonstrated experience which includes composing correspondence; advising and instructing the clerical staff in subordinate organizations concerning such matters as congressional inquiries, directives, reports, correspondence, and telephone procedures to ensure format and outlines in the Handbook are applied; operating a personal computer and computer software such as word processing, e-mail, spreadsheets and databases to prepare a variety of materials such as letters, reports, tabulated data, etc., in final form; arranges and coordinates travel for the Area Manager and Management Team, including scheduling meetings and/or visits; ensuring travel, hotel reservations, car rentals, etc., are secured. Prepares vouchers for Area Manager and Management Team upon their return from travel.
Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.
You must meet all requirements, including any selective placement factors if applicable, by 08/13/2024.
Education
This position does not allow substituting education for experience.
