About this role
Job SummaryClick 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 serve as the office assistant, performing administrative and clerical duties in support of the Manpower, Personnel and Services Directorate. The incumbent is accountable for administrative management of correspondence, performs office automation duties such as word processing in support of the administrative and clerical work.
QualificationsExperience 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. Skilled in typing: 40 words per minute typing speed. 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, locating and assembling information for various reports, maintaining files/records, and making and preparing travel arrangements. 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 expertly edit written correspondence, reports, and transcribed material. 4. 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. 5. Skill in typing; a qualified typist is required. 6. Ability to locate, assemble, and compose information for reports, inquiries, and non-technical correspondence. 7. Ability to communicate effectively, both orally and in writing. 8. 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.
Major DutiesPrepares and conducts in-depth reviews of 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. Composes non-technical correspondence, such as office procedures, requests for information concerning the organization's programs, letters of acknowledgment, commendation, or notification. Develops standard or form letters for responding to inquiries and requests for information. Prepares one-of-a-kind reports from information in various documents, reading correspondence and reports to identify relevant items. Reviews and processes incoming and outgoing correspondence, reports, and other materials. Receives and screens all publications, regulations, and directives and brings to the supervisor's attention those elements affecting the area of jurisdiction; specifically indicating procedural changes and furnishing all related materials. 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. Receives telephone calls, greets distinguished visitors and ascertains the nature of the calls or visits, screening those that can be handled without supervisor's help. Based on detailed knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate executive, staff, or office. 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 supervisor's commitments, priorities, workload and current issues of importance and coordinates with the supervisor as necessary. Makes sure supervisor is fully briefed on the matters to be considered before the scheduled meeting. 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 Directorate. Serves as liaison between the supervisor and subordinate units. Provides advice and guidance to staff in subordinate organizations on administrative, clerical, and procedural requirements and instructions and responds to fluctuating workloads. Assists other clerical staff in locating and selecting the appropriate guidelines, references, and procedures for application to specific cases. Uses varied and advanced functions of word processing software to create, format, modify, edit, and print a variety of letters, reports, memos, and other textual documents. 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.