SECRETARY (OFFICE AUTOMATION)

Duties

• 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 Administrative Assistant. Consolidates and finalizes information for various reports in accordance with established procedures.
• Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and instructions. Screens incoming mail to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally. 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. Responsible for coordinating the work of the office with other offices and organizations, recognizing which coordination procedures are required for different circumstances.
• Receives telephone calls, greets visitors, ascertains the nature of the calls or visits, and provides assistance with in/out processing personnel. Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office. Personally 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 supervisors' calendars along with conference room calendars, coordinates meeting arrangements, and schedules/facilitates meetings and/or conferences. Schedules appointments and meetings without prior approval in accordance with supervisor's policies and priorities and coordinates with the supervisor as necessary. Based on information provided by supervisor concerning the purpose of meeting and people to attend, makes necessary arrangements such as location, time, contacting participants and ensuring all required materials and services are provided.
• Performs other administrative and clerical work in support of the office/organization. Establishes, updates, and maintains office procedures and records of various types that may be needed or will assist in the efficient operation of the office. Serves as liaison between supervisor and subordinate/superior units and between supervisor and contractor/other organizations. Provides advice and guidance on administrative, clerical, and procedural requirements and instructions, and assists in solving problems to which existing guidelines can be applied.
• Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics, or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets. Independently plans and perform complex office automation duties requiring different approaches and methods from one assignment to another, such as using different packages to: edit lengthy and complicated reports; collect, select, organize, and provide information; track the status of a number of projects assigned to the organization; and resolve incompatibility problems in transferring text from one software package to another when menu options and specific software instructions are not available.

Requirements

Conditions of employment

• U.S. Citizenship 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 posn is subject to provisions of the DoD Priority Placement Program
• Disclosure of Political Appointments
• Depending on the type of position (competitive/excepted) you are selected for, you will be required to serve a 1-year probationary period OR 2-year trial period.
• Upon completion of your probationary/trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
• May be required to travel by military or commercial aircraft in the performance of TDY assignments.
• May be required to work overtime on an unscheduled or emergency basis.
• Required to handle and safeguard sensitive and/or classified information in accordance with regulations to reduce potential compromise.
• Position is designated non critical-sensitive and requires a SECRET security clearance to fully perform the duties and responsibilities of the position. Employee must be able to obtain and maintain a Secret clearance.
• Subject to Temporary Duty Assignment (TDY): Approximately 5 days per year.
• Applicants must meet the OPM qualification standard and must possess the following skill: Must be able to type 40 words per minute (WPM).
• All federal employees are required to have direct deposit
• 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.
• For more information on Acq Demo please go to DoD AcqDemo Homepage http://acqdemo.hci.mil/ and Fact Sheet http://acqdemo.hci.mil/faq.html

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 Clerical and Administrative Support Positions.

SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower grade NK-01, equivalent to the next to lower grade GS-04, or equivalent in other pay systems. Examples of specialized experience includes knowledge of rules, procedures, operations, functions, and commitments applies to administrative and clerical assignments, 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, and ability to locate, assemble and compose information for reports, inquiries and nontechnical correspondence.

OR
EDUCATION: Four years of education above the high school level obtained in an accredited business, secretarial or technical school, junior college, college, or university. NOTE: You must submit a copy of your transcripts.

OR
COMBINATION OF EXPERIENCE AND EDUCATION: A combination of education and experience as described above may be used to qualify for this position. NOTE: You must submit a copy of your transcripts.

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:

Knowledge of rules, procedures, operations, functions, and commitments applies to administrative and clerical assignments.

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

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.

Skill in typing; a qualified typist is required.

Ability to locate, assemble and compose information for reports, inquiries and nontechnical correspondence.

Ability to communicate effectively, both orally and in writing and ability to plan, organize work and meet deadlines.

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

IF USING EDUCATION TO QUALIFY: If position has a positive degree requirement or education forms the basis for qualifications, you MUST submit transcriptswith the application. Official transcripts are not required at the time of application; however, if position has a positive degree requirement, qualifying based on education alone or in combination with experience; transcripts must be verified prior to appointment. An accrediting institution recognized by the U.S. Department of Education must accredit education. Click to check accreditation.

FOREIGN EDUCATION: Education completed in foreign colleges or universities may be used to meet the requirements. You must show proof the education credentials have been deemed to be at least equivalent to that gained in conventional U.S. education program. It is your responsibility to provide such evidence when applying.

Additional information

AcqDemo Expanded Probationary Period for Supervisors and Managers: An additional supervisory probationary period of one year may be required when an employee is officially assigned to a different supervisory position.

This is an acquisition demonstration project position NK-2 equivalent to a GS-05 to GS-07.

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.

Direct Deposit: All federal employees are required to have direct deposit.

is available to a Federal employee hired on/after 5 Nov 2016, who is a veteran with a service-connected disability rating of 30% or more. For more information, click .

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