SECRETARY (OA) Job in Camp Murray, WA

Summary

This job is open to

• The public

  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Duties

A GS-0318-7, SECRETARY (OA):

• Prepares 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.
• Routinely composes non-technical correspondence, such as office procedures, requests for information concerning the organization's programs, letters of acknowledgment, commendation, or notification.
• Prepares one-of-a-kind reports from information in various documents, reading correspondence and reports to identify relevant items.
• Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format.
• Independently consolidates and finalizes information for various reports in accordance with established reporting procedures and informs supervisor of important matters and deadlines.
• Anticipates need for information, gathers and summarizes information from files, and prepares material/documents for supervisor's use in responding to inquiries, recognizing which information is, or is not, relevant to issue at hand.
• Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the Commander's signature.
• Receives and screens all publications, regulations, and directives directed to the Commander and brings to the Commander's attention those elements affecting the Commander's 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.
• 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.
• Consolidates reports submitted by subordinate units and reviews outgoing correspondence prepared by others for procedural and grammatical accuracy, conformance with general policy, and factual correctness.
• Responsible for extensive, formal internal and external coordination of the work of the office with the work of other offices and recognizes the need for such coordination in various circumstances.
• Receives telephone calls, greets visitors and ascertains the nature of the calls or visits, screening those that can be handled without supervisor's help.
• Personally handles many matters and answers substantive non-technical requests for information which can be provided based on information from records and files or personal knowledge of the organization.
• Receives requests for information, advises when the material can be furnished, and provides status of reports, suspense dates for matters requiring compliance, and similar information.
• 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 Commander'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.
• Based on information provided by supervisor concerning the purpose of meetings and/or conferences and people to attend, makes necessary arrangements such as location, time, contacts participants, ensures all required materials and services are provided, attends the meetings, and reports on the proceedings.
• 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.
• 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.
• Independently makes extensive travel arrangements, such as scheduling transportation, making reservations, and preparing travel orders and vouchers based on general travel intentions, known preferences of the traveler, and in accordance with appropriate travel regulations.
• Prepares, consolidates, submits, and maintains time and attendance records in accordance with established procedures.
• Assists Project Officer in making arrangements for Command sponsored events ensuring proper protocol is followed.
• Requisitions office supplies, printing support, and related materials and services.
• 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.
• Other duties as assigned.

Requirements

Conditions of Employment

• Federal employment suitability as determined by a background investigation.
• May be required to successfully complete a probationary period.
• Participation in direct deposit is mandatory.
• U.S. Citizenship is required.
• A resume and supporting documents must be submitted (see "How to Apply").
• This position is subject to provisions of the DoD Priority Placement Program.
• Must be able to obtain and maintain the appropriate security clearance of the position.
• This position is covered by the Domestic Violence Misdemeanor Amendment (30 Sep 96) of the Gun Control Act (Lautenberg Amendment) of 1968. An individual convicted of a qualifying crime of domestic violence may not perform the duties of this position.
• Position requires ability to establish effective professional working relationships with coworkers and customers, contributing to a cooperative working environment and successful accomplishment of the mission.
• May occasionally be required to work other than normal duty hours; overtime may be required.
• Duties and responsibilities may significantly impact the environment. You are responsible to maintain awareness of your environmental responsibilities as dictated by legal and regulatory requirements, your organization, and its changing mission.

How You Will Be Evaluated

Required Documents

How to Apply

To apply for this position, you must complete the online application/Occupational Questionnaire and submit the documentation specified in the Required Documents section below. To view the Occupational Questionnaire, click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/12566798

A complete application package must be submitted by 11:59 PM (EST) on the closing date of the announcement to receive consideration.

To begin, click Apply to access the online application. You will need to be logged into your USAJOBS account to apply. If you do not have a USAJOBS account, you will need to create one before beginning the application.

Follow the prompts to select your resume and/or other supporting documents to be included with your application package. You will have the opportunity to upload additional documents to include in your application before it is submitted. Your uploaded documents may take several hours to clear the virus scan process.

After acknowledging you have reviewed your application package, complete the Include Personal Information section as you deem appropriate and click to continue with the application process.

You will be taken to the online application which you must complete in order to apply for the position. Complete the online application, verify the required documentation is included with your application package, and submit the application.

To verify the status of your application, log into your USAJOBS account (https://my.usajobs.gov/Account/Login), all of your applications will appear on the Welcome screen. The Application Status will appear along with the date your application was last updated. For information on what each Application Status means, visit: https://www.usajobs.gov/Help/how-to/application/status/.

Next steps

Once your online application is submitted you will receive a confirmation notification by email. You are encouraged to reach out to our office to verify that all required application materials have successfully been uploaded prior to the announcement closing. Your application will be evaluated by the Human Resources Office to determine your eligibility for the position. After the evaluation is complete, you will receive another notification regarding the status of your application.