SECRETARY with Security Clearance

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Job description

Duties Composes and signs correspondence of a nontechnical nature in the supervisor's name or in own name as secretary. Consolidates and finalizes information for various reports in accordance with established procedures. Based on knowledge of substantive programs of the organization, gathers and summarizes information from files and documents for supervisor's use in responding to inquiries, recognizing which information is or is not relevant to issue at hand. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Returns incorrect material prepared by others with revisions marked. 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 what coordination procedures are required for different circumstances. Reviews outgoing correspondence prepared by others for procedural and grammatical accuracy, conformance with general policy, and factual correctness. Advises the writer of any deviations or inadequacies. Ensures formal internal and external coordination procedures have been followed. Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office. Personally answers substantive nontechnical requests for information which can be provided based on information from records and files or personal knowledge of the organization. Locates and selects appropriate references and procedures for application to specific questions. When unable to locate information or cannot answer questions, refers caller/visitor to a staff member. Provides follow-up on requests for information. 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, necessary arrangements such as location, time, contacting participants, and ensuring all required materials and services are provided. Informs supervisor of conflicts, reschedules appointments when it is clear that the supervisor will not be able to make all commitments, contacts other people to attend meetings in lieu of supervisor when necessary, and makes calendar available to supervisor and others to minimize conflicts in scheduling. Independently notes and follows up on commitments made at meetings and conferences by staff members. 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 units. Provides advice and guidance to subordinate organization's staff and clerical personnel on administrative, clerical, and procedural requirements and instructions, and assists in solving problems to which existing guidelines can be applied. Develops, establishes, and maintains office procedures to ensure effective and efficient operations regarding the administrative, clerical, and procedural work of the unit. Updates trackers or suspense files for unclassified document control as required. Establishes, maintains, purges, and disposes of files and records in accordance with established regulations and procedures. Makes travel arrangements, such as scheduling transportation, making reservations, and preparing travel orders and vouchers, based on general travel intentions, known preferences of traveler, and in accordance with appropriate travel regulations. Prepares, consolidates, submits, and maintains time and attendance records in accordance with established procedures. Requisitions office supplies, printing support, and related materials and services. Responds to fluctuating workloads by shifting clerical staff in subordinate units. Uses advanced functions to generate tables of contents, import graphs or databases, create glossaries, and align multiple columns. Performs such functions as add, copy, correct, delete, or move text; automatically print document identification or other notations at the top or bottom of each page; automatically number pages; create form letters and automatically merge these with mailing lists; check documents for spelling errors; designate some characters as boldfaced, underlined, and/or italic; and search for and change specific text within a document. Independently carries out familiar assignments in accordance with previous instructions, standard procedures for creating documents or entering or retrieving data, and established use of software packages. Requirements Conditions of Employment U.S. Citizenship Required Males must be registered for Selective Service, see Employee must be able to obtain and maintain a Secret clearance. This position is subject to provisions of the DoD Priority Placement Program May be required to travel by military or commercial aircraft in the performance of TDY assignments. Employee may be required to work other than normal duty hours, to include evenings, weekends and/or holidays 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. All federal employees are required to have direct deposit. 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 In addition to meeting the requirement above, to qualify for this position you must also meet the qualification requirements listed below: SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower grade NH-01/GS-04 , or equivalent in other pay systems. Examples of specialized experience includes 1) preparing and proofreading/editing correspondence and documents for correct grammar, spelling, capitalization, punctuation and format; 2) maintaining files/records; 3) making and preparing travel arrangements; 4) preparing various reports, inquiries, and nontechnical correspondence. 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. 6. Ability to meet and deal with customers using a high degree of tact and diplomacy. 7. Knowledge of the organizational and functional responsibilities and operations of the employing organization. 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. Additional information Interagency Career Transition Assistance Program (ICTAP): For information on how to apply as an ICTAP eligible click here . 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 here for more information. Current Federal Civilian employees may apply for temporary and term positions and if selected, a break in service may be required prior to appointment to the position. Temporary and Term Appointments: If you are selected for a temporary or term position in the competitive service, your appointment may be extended to the maximum period allowed by law without further competition. 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

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