SECRETARY (OA) (T5) with Security Clearance

Duties 1. Receives visitors and telephone calls. Exercises judgment in screening those that can be handled personally or be referred to other staff personnel or divisions. Determines when the supervisor should be interrupted. Personally takes care of many matters and gives out administrative and readily available substantive information to callers. 20% 2. Keeps the supervisor's calendar. Schedules appointments, meetings and conferences without prior clearance based upon personal knowledge of supervisor's workload and current issues of importance. Reminds supervisor of appointments and furnishes information from files or schedules briefings by others in preparation for scheduled meetings. Reschedules appointments when it is apparent that supervisor cannot meet previous schedules. During supervisor's absence, maintains a chronological record of events including official visitors, decisions to be made upon return, unfinished business requiring attention, and related matters. Keeps informed of supervisor's whereabouts. 20% 3. Prepares responses to requests for general information concerning the organization's functions from source material. Anticipates need for information and prepares material so that it is immediately available for supervisor's needs. In the absence of the supervisor, assumes responsibility for ensuring that requests for action or information are made known to responsible officials who can satisfy the request. Follows up on required actions and informs supervisor of status. Utilizes word processing equipment to select information from source data or type, from plain copy or rough draft, a variety of material, including military and nonmilitary correspondence, reports, summary sheets and staff studies, and statistical and tabular material. 15% 4. Makes arrangements for conferences and meetings, including such matters as location, schedule, agenda and attendance list. Assembles background material. Attends meetings and performs associated duties. Reminds supervisor and staff members of commitments made and monitors progress until the work is completed. Arranges for travel, arranges visit schedules, notifies organizations and officials to be visited, makes reservations, and submits travel vouchers and reports. 15% 5. Reads incoming correspondence, publications, regulations, and directives, which may affect the supervisor. Determines those that can be acted upon personally and drafts replies to general inquiries not requiring a technical knowledge of the program. Obtains clarification of instructions from originating offices or other appropriate points. Determines which items are of importance or interest to the supervisor and refers them accordingly. Determines which subordinate echelons of the organization are affected and ensures that chiefs of these organizations are informed. Assists in interpreting instructions and establishing required actions. Maintains suspense records on incoming correspondence and action documents and follows up on work in process to ensure timely reply or action. Receives requests for information including specialized or classified material from military and civilian persons. Information is frequently provided from personal knowledge of organizational operations. When information is not readily available, advises when it may be expected. 15 % 6. Reviews outgoing correspondence for proper format, conformance with general policy and procedural instructions, grammar, accuracy and inclusion of necessary attachments. Returns such communications to author for correction. Advises and instructs subordinate offices to obtain higher degree of compliance with general policies and correspondence procedures. Signs routinecorrespondence of a non-technical nature. Provides assistance in the procedural aspects of the office, including distributing work to clerical personnel; explaining report requirements and arranging for submission of data into general reports; and informing and instructing technical and clerical personnel in the preparation of correspondence. Maintains office files of correspondence, directives, regulations, and other information. 15% Performs other duties as assigned. PLEASE CONTACT HRO FOR COMPLETE POSITION DESCRIPTION. Requirements Conditions of Employment * Must be able to obtain and maintain the appropriate security clearance of the position. * May occasionally be required to work other than normal duty hours; overtime may be required. * May be required to successfully complete a probationary period. * Participation in direct deposit is mandatory. * Federal employment suitability as determined by a background investigation. Qualifications EXPERIENCE REQUIREMENTS: Each applicant must fully substantiate (in his/her own words) that he/she meets the requirements of the Specialized Experience listed below: Otherwise, the applicant will be considered unqualified for this position. DO NOT COPY THE VACANCY ANNOUNCEMENT OR THE POSITION DESCRIPTION. DOING SO MAY RESULT IN DISQUALIFICATION FOR THE POSITION. GENERAL EXPERIENCE: Experience, education, or training performing any combination of the following tasks: typing (letters, forms); general clerical (answering the telephone, receiving visitors, composing correspondence, filing, reviewing outgoing correspondence for grammar, format, etc.) stenographic (taking and transcribing shorthand). Experience using computer and automation systems. SPECIALIZED EXPERIENCE: 1-year equivalent to at least the next lower grade. Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements. KNOWLEDGE REQUIRED BY THIS POSITION: -- Knowledge of the duties, priorities, commitments, policies and program goals of the organization sufficient to perform comprehensive clerical and administrative support assignments as described above. -- Knowledge and skill to coordinate the work of the office with other offices, including advising clerical personnel in subordinate offices on new procedures or regulations, and on information for use in conferences or reports. -- Knowledge of grammar, spelling, punctuation and required formats. -- Knowledge of general office automation software, practices, and procedures. Competitive level proficiency in typing to accomplish word processing/office automation responsibilities is required. Education Generally, not applicable. Additional information If you are a male applicant who was born after 12/31/1959 and are required to register under the Military Selective Service Act, the Defense Authorization Act of 1986 requires that you be registered or you are not eligible for appointment in this agency ( https://www.sss.gov/RegVer/wfRegistration.aspx ). * Benefits Help 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 window Learn more about federal benefits . Review our benefits 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. How You Will Be Evaluated You will be evaluated for this job based on how well you meet the qualifications above. Once the announcement has closed, your resume and supporting documentation will be used to determine if you meet the qualifications listed on this announcement. If you are minimally qualified, your resume and supporting documentation will be compared to your responses on the assessment questionnaire to determine your level of experience. If you rate yourself higher than is supported by your application package, your responses may be adjusted and/or you may be excluded from consideration for this position. If you are found to be among the top qualified candidates, you will be referred to the selecting official for employment consideration. * Benefits Help 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 window Learn more about federal benefits . Review our benefits 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. * Required Documents As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies. To apply for this position, you must submit a complete Application Package which includes: 1. Your resume showing work schedule, hours worked per week, dates (including Month and Year, e.g., 02/2017, Feb 2017, etc.) of employment and duties performed. 2. Other supporting documents: SF-50s and DD 214s are recommended, but not required. If you are relying on your education to meet qualification requirements: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credite