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 principal office assistant, performing various administrative and clerical duties in support of an organization normally found in a major command headquarters. Performs office automation duties such as word processing in support of the administrative and clerical work.
QualificationsIn 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. SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower grade GS-06, or equivalent in other pay systems. Examples of specialized experience includes knowledge of the duties, priorities, commitments, policies, and program goals of the organization sufficient to perform nonroutine assignments, such as independently noting and following-up on commitments made at meetings\conferences; shifting clerical staff in subordinate offices to respond to fluctuating workloads; advising other clerical staff on preparing correspondence, requirements for various reports, and interpreting new instructions and procedures; or locating and summarizing information from files and documents that requires recognizing which information is or is not relevant to the problem at hand; knowledge of standard office equipment, such as electric typewriters, copiers, fax machines, and office automation systems, to perform a substantial range of office automation support. FEDERAL TIME-IN-GRADE (TIG) REQUIREMENT FOR GENERAL SCHEDULE (GS) POSITIONS: Merit promotion applicants must meet applicable time-in-grade requirements to be considered eligible. One year at the GS-06 level is required to meet the time-in-grade requirements for the GS-07 level. TIG applies if you are in a current GS position or held a GS position within the previous 52 weeks. NOTE: Applicants applying as VEOA candidates who are current GS civil service employees or are prior GS civil service employees within the past 52 weeks must also meet time-in-grade requirements. 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, maintaining files/records, and making and preparing travel arrangements. 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 administrative work of the organization. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to be able to accurately prepare and edit written correspondence and reports. 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. Skill in typing; a qualified typist is required. Ability to locate, assemble, and compose information for reports, inquiries, and nontechnical correspondence. 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 a wide variety of recurring and nonrecurring correspondence, reports, and other documents from information obtained from the staff, files, and other sources. Prepares and finalizes various recurring reports, determining and modifying format, content, and frequency requirements. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. Based upon detailed knowledge of the organization and it's programs and operations, determines appropriate action. Independently notes and follows-up on commitments made at meetings and conferences by staff members, and maintains supervisor's calendar, coordinates meeting arrangements, and/or schedules meetings and/or conferences. Schedules appointments and meetings, without prior approval, based on personal knowledge of workload and current issues, and coordinates with the supervisor as necessary. 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 office.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 by shifting clerical staff in subordinate units. Uses varied and advanced functions of word processing software to create, format, modify, edit, and print a varietyof letters, reports, memos, and other textual documents. Uses advanced functions to generate tables of contents, importgraphs or databases, create glossaries, and align multiple columns.