DIVISION SECRETARY with Security Clearance

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Job description

Duties You will serve as principal assistant to first or second level supervisors, or provide specialized clerical, administrative, or technical support to an organization. You will screen calls and visitors to the office, referring to staff members and forwarding to the manager only those calls or visitors requiring his/her attention. You will schedule appointments and make commitments for the manager to attend meetings or presentations. You will read incoming correspondence, including e-mail, determining proper action. You will review outgoing correspondence and reports, ensuring proper format, correct grammatical content, and is in accordance with established policy. You will maintain suspense records on all correspondence and action documents and follows up to ensure a timely reply or action. You will take minutes of staff meetings, coordinating information and preparing material to be discussed for attendees. You will read directives and instructional material pertaining to administrative practices and clerical procedures to provide guidance on new, revised, or amended procedures. You will review timecards to ensure all employees have submitted time and timecard has been certified. You will arrange for meetings, including making reservations for meeting rooms and notifying all participants. You will use various electronic systems and databases to process requests (e.g. telephone requests, requisition of services and supplies, training requests, visit requests, property passes, shipping requests, timekeeping approvals, IT requests). You will instruct and assist the various secretaries in the division on processes and procedural matters and daily requirements. You will assist in implementing supervisor's intentions by explaining reporting requirements to subordinates and arranging for timely submission of required information. You will search for, assemble, and summarize information as required from files and documents as requested by the supervisor or in anticipation of the supervisor's needs. You will prioritize tasking while adhering to deadlines and suspense dates. Requirements Conditions of Employment Must be a US Citizen. Must be determined suitable for federal employment. Must participate in the direct deposit pay program. New employees to the Department of the Navy will be required to successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit e-verify.gov Generally, current federal employees applying for GS jobs must serve at least one year at the next lower grade level. This requirement is called time-in-grade. Time-in-grade requirements must be met by the closing date of this announcement. Within the Department of Defense (DoD), the appointment of retired military members within 180 days immediately following retirement date to a civilian position is subject to the provisions of 5 United States Code 3326. Males born after 12-31-59 must be registered for Selective Service. This is a bargaining unit position. You will be required to obtain and maintain an interim and/or final security clearance prior to entrance on duty. Failure to obtain and maintain the required level of clearance may result in the withdrawal of a job offer or removal. This position may require travel from normal duty station to CONUS and OCONUS and may include remote or isolated sites. You must be able to travel on military and commercial aircraft for extended periods of time. Qualifications Your resume must demonstrate at least one year of specialized experience at or equivalent to the GS-05 grade level or pay band in the Federal service or equivalent experience in the private or public sector conducting clerical, secretarial, or administrative support functions for a program, office, executive, or organization. Examples of qualifying experience may include: advising on administrative directives;organizing and ensuring the flow of clerical processes; ensuring correspondence, purchaserequisitions, timekeeping, records management,or travel documents adhere to policy; coordinating travel arrangements; de-conflicting or optimizing appointment schedules to maximize time efficiency; coordinating meetings or conferences; researching or assembling informationto support executive level requirements. This position requires the ability to type at least 40 words per minute. Your response to the typing skill question on the Occupational Questionnaire will be used in your qualification determination. Additional qualification information can be found from the following Office of Personnel Management website: Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., professional, philanthropic, religious, spiritual, community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. Education In lieu of specialized experience, you may qualify with the following education or combination of both education and experience: Successful completion of one full year of graduate level education that is directly related to the position being filled. -OR- A combination of specialized experience and graduate education as described above that equates to one year of experience. The percentage of the required graduate education plus the percentage of the required specialized experience equal one hundred percent. A transcript must be submitted with your application if qualifying using education. See Required Documents for additional information. Additional information This position is covered by the Department of Defense Priority Placement Program. Additional vacancies may be filled by this announcement. A tentative offer of employment will be rescinded if the selectee fails to meet the pre-employment requirements, including failure to report to any of the scheduled appointments. During the application process you will have the option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. Federal annuitant information: The selection of an annuitant is subject to the Department of Defense and Department of the Navy policy on the employment of annuitants. Policy information may be found at: ICTAP Applicants: To be considered well-qualified and exercise selection priority as an ICTAP candidate, displaced Federal employees must satisfy all qualification requirements for the position and receive a rating in the highly qualified category (score 85) or higher. ICTAP candidates must provide copies of all of the following documentation at the time of application: 1) agency notice; 2) most recent performance appraisal; and 3) most recent SF-50 or notification of personnel action that includes position, grade level, and duty location. Applicants who do not provide this documentation will not receive consideration as an ICTAP candidate. For more information about ICTAP eligibility please review the following link: Military Spouse Preference applicants will be placed at the highest grade for which they have applied and are determined Best Qualified (BQ). A BQ military spouse possesses knowledge, skills, abilities, and competencies comparable to others who meet the competitive referral criteria for the specific position. PPP applicants will be placed at the FPL, if determined Well Qualified (WQ). To receive priority consideration, the FPL must be the same grade level or equivalent of the retained grade or the grade held immediately prior to separation. 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. In order to qualify for this position, your resume must provide sufficient experience and/or education, knowledge, skills, and abilities to perform the duties of the specific position for which you are being considered. Your resume is the key means we have for evaluating your skills, knowledge, and abilities as they relate to this position. Therefore, we encourage you to be clear and specific when describing your experience. When the application process is complete, we will review your resume to ensure you meet the hiring eligibility and qualification requirements listed in this announcement. You will be rated based on the information provided in your resume and responses to the Occupational Questionnaire, along with your supporting documentation to determine your ability to demonstrate the following competencies: ADMINISTRATION AND MANAGEMENT
CLERICAL SUPPORT FUNCTIONS
CORRESPONDENCE
CUSTOMER SERVICE
OFFICE AUTOMATION . click apply for full job details

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