SECRETARY (OFFICE AUTOMATION)

Summary 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: Serves as the Executive Secretary to the HQ AFMC Engineering and Technical Management Director and Office Manager for the Directorate by directly managing the administrative needs of Senior Leadership with finesse and professionalism. Responsible for calendar management, scheduling meetings, coordinating travel arrangements. Responsibilities 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. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Returns incorrect material prepared by others with revisions marked. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives and identifies what needs to be brought to the attention of the Leadership's, 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. Coordinates the work of the office with other offices and organizations, recognizing what is 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. Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits and refers telephone calls and visitors to appropriate staff or office based upon knowledge of the organization, programs, or operations, 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. 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. Maintains Leadership's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences without prior approval in accordance with CC & CV policies and priorities, and coordinates with the leadership as necessary. Based on information provided by Leadership, makes necessary arrangements such as location, time, contacting participants, and ensuring all required materials and services are provided. Informs Leadership 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 leadership, and makes calendar available to supervisor and others. Independently notes and follows up on commitments made at meetings and conferences by staff members. 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 Leadership and subordinate groups, squadrons and wing staff agencies. 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. 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 performs 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 software package to another when menu options and specific software instructions are not available. Develops methods and procedures for office automation tasks and identifies and solves problems in existing methods or procedures. Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters; uses database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphic software to provide graphs and charts for reports and presentations. 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. Requirements Conditions of Employment Qualifications Experience requirements are described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Positions, Clerical and Administrative Support Positions. SPECIALIZED EXPERIENCE:I have, or within 120 days of the closing date of this announcement will have, one year of specialized experience at the next lower grade level GS 07, pay band (NK-02), or equivalent (pay schedule, pay band, etc). Specialized experience described as: preparing a wide variety of recurring and nonrecurring correspondence, reports and other documents from information obtained from the staff, files, and/or other sources; reviewing and processing incoming and outgoing correspondence; providing telephone and reception services; maintain supervisor's calendar, coordinating meeting arrangements or scheduling meeting or conferences; performing clerical work; use of multiple office automation software with varied functions; locate, assemble, and compose information for reports, inquiries, and/or nontechnical correspondence; and the ability to plan, organize work, and meet deadlines. 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 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, locating and assembling information for various reports, maintain: files/records and making and preparing travel arrangements. Knowledge of office functions to screen telephone calls and visitors, maintain supervisor's calendar, prepare and review correspondence, a perform other substantive or administrative work of the organization. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports 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. 40 words per minute typing speed. Ability to locate, assemble, and compose information for reports, inquiries, and nontechnical correspondence Ability to communicate effectively, both orally and in writing. 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 ARE YOU USING YOUR EDUCATION TO QUALIFY? If position has a positive degree requirement or education forms the basis for qualifications, you MUST submit transcripts with 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 here 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 This is an acquisition demonstration project position NK-3 equivalent to a GS-8 to GS-10. 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/term positions and if selected, a break in service may be required prior to appointment to the position. Temporary/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. 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 here 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 determined well qualified and selected, will be placed at the full performance level. You must include a 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 here to obtain/download the applicable PPP Self-Certification Checklist (DD3145-1 through DD3145-4, select the appropriate checklist for your 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. Disabled veteran leave 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 here. If you have questions regarding this announcement and have hearing or speech difficulties click here.