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Secretary (Office Automation)

Air Mobility Command | Scott AFB, IL

Posted Date 10/29/2024
Description Click on "Learn more about this agency" button below to view Eligibilities being considered and other IMPORTANT information.

The primary purpose of this position is to serve as the principal office assistant performing various administrative and clerical duties in support of the organization. Performs office automation duties such as word processing in support of the administrative and clerical work.
  • 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. Composes and signs correspondence of a nontechnical nature in the supervisor's name or in own name as secretary. Consolidates and finalizes Division and Air Operations Squadron information for various reports in accordance with established procedures.
  • 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 Division and Air Operations Squadron leadership, 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 knowledge of the organization (Division and Air Operations Squadron) and its programs and operations, refers telephone calls and visitors to appropriate staff or office.
  • Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences. Schedules appointments and meetings for the Division and Air Operations Squadron leadership without prior approval in accordance with supervisor's policies and priorities, and coordinates with the supervisor as necessary.
  • Performs other administrative and clerical work in support of the office/organization. Establishes, updates, and maintains Division and Air Operations Squadron procedures and records of various types that may be needed or will assist in the efficient operation of the office.
  • Uses varied and advanced functions of word processing software to create, format, modify, edit, and print a variety of letters, reports, memos, and other textual documents. Uses advanced functions to generate tables of contents, import graphs or databases, create glossaries, and align multiple columns.
In order to qualify, you must meet the specialized experience requirements described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Positions, Clerical and Administrative Support Positions.

SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower grade GS-05, or equivalent in other pay systems. Examples of specialized experience includes the understanding of the duties, priorities, commitments, policies, and program goals of the organization sufficient to perform nonroutine assignments, such as independently noting and following-up on commitments made at meetings/conferences; shifting clerical staff in subordinate offices to respond to fluctuating workloads; advising other clerical staff on preparing correspondence, requirements for various reports, and interpreting new instructions and procedures; or locating and summarizing information from files and documents that requires recognizing which information is or is not relevant to the problem at hand.

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. NOTE: Applicants applying as VEOA candidates who are current GS civil service employees or are prior GS civil service employees within the past 52 weeks must also meet time-in-grade requirements.

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 clerical assignments 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 for various 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 written correspondence and reports.

3. Knowledge of word processing automation software functions to support office operations and produce a variety of textual documents such as letters, reports, memos, and form letters.

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:
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