SECRETARY (OFFICE AUTOMATION)

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.
• Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the Commander's signature. Receives and screens all publications, regulations, and directives directed to the Commander and brings to the Commander's attention those elements affecting the Commander's area of jurisdiction; specifically indicating procedural changes and furnishing all related materials.
• Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits, screening those that can be handled without supervisor's help. Places both local and long-distance calls for Commander or staff personnel.
• Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences including those involving staff from outside the immediate office. Independently notes and follows up on commitments made at meetings and conferences by staff members. Schedules appointments and meetings without prior approval based on personal knowledge of the Commander's commitments, priorities, workload and current issues of importance 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.

Requirements

Conditions of employment

• Must complete initial online questionnaire and additional assessment(s)
• U.S. Citizenship is required
• Males must be registered for Selective Service, see www.sss.gov
• 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: https://afciviliancareers.com/regulatory/
• This position is subject to provisions of the DoD Priority Placement Program
• Disclosure of Political Appointments
• All federal employees are required to have direct deposit.
• Advance in hire may be authorized if there is demonstrable proof provided on your resume
• Leave accrual may be authorized upon request
• Must be able to obtain and maintain a secret security clearance
• The incumbent must have the ability to type a minimum of 40 WPM

Qualifications

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-06 , or equivalent in other pay systems. Examples of specialized experience include independently noting and following-up on commitments made at meetings/ conferences; shifting clerical staff in subordinate offices; advising other clerical staff on preparing correspondence, requirements for various reports, and interpreting new instructions and procedures; locating and summarizing information from files and documents; coordinate the work of the office with the work of other offices; applying correct grammar, spelling, punctuation, capitalization, and format to prepare and edit written correspondence and reports; applying protocol functions necessary for official visits by both military and civilian dignitaries from local, state, United States, and foreign governments; produce a wide range of documents that often require complex formats such as graphics or tables within text; edit and reformat electronic drafts; update and revise existing databases or spreadsheets; knowledge of the nature and capability of different software packages and the integration compatibility among different software types; operating electric/electronic typewriters, copiers, fax machines, and office automation systems; preparing one-of-a-kind reports from information in various documents by reading correspondence and reports; planning and arranging conferences and meetings based on the schedules and commitments of the participants.

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-06 level is required to meet the time-in-grade requirements for the GS-07 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, 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.

2. 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.

3. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports.

4. 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.

5. Skill in typing; a qualified typist is required.

6. 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

********************ADDITIONAL INFORMATION FOR ACTIVE DUTY SERVICES MEMBERS********************

ACTIVE DUTY SERVICE MEMBERS: The VOW Act requires federal agencies to treat an eligible active duty service member as a veteran, disabled veteran, and preference eligible (as applicable) when applying for civil service positions before the effective release or discharge date. Appointment of military members before the release or discharge date is permissible if the member is on terminal leave. At the time the active duty member applies for a civil position, he or she must submit a "certification" memo in lieu of a DD-Form 214, Certificate of Release or Discharge from Active Duty . Active duty members applying for a civil service position without submitting a valid certification memo or DD-Form 214 with their application will render the member ineligible for the position. The certification memo must originate from the member's military service branch on official letterhead and contain the following:

• Name/Rank/Grade of Service Member
• Branch of Armed Forces
• Dates of Active Service (Start and End Date(s)
• Expected Date of Discharge/Release from Active Duty
• Terminal leave start date (if applicable)
• Expected character of service (honorable or general) and type of separation (i.e. separation or retirement)
• Must be certified within 120 days of anticipated discharge
• Signature by, or by direction of the adjutant, personnel office, unit commander, or higher headquarters commander.

Note: The VOW Act provides tentative preference. If appointed, a DD Form-214 must be submitted upon receipt

Additional information

Interagency Career Transition Assistance Program (ICTAP): For information on how to apply as an ICTAP eligible click . 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 for more information.

120-Day Register: 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.

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

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