As a SECRETARY (OA), GS-0318-6, you will:

• Receives visitors and telephone calls.
• Schedules appointments, meetings and conferences without prior clearance based upon personal knowledge of supervisor's workload and current issues of importance.
• Prepares responses to requests for general information concerning the organization's functions from source material
• Collect, analyze and provide statistical reports.
• Makes arrangements for conferences and meetings, including such matters as location, schedule, agenda and attendance list
• Reads incoming correspondence, publications, regulations, and directives, which may affect the supervisor
• Reviews outgoing correspondence for proper format, conformance with general policy and procedural instructions, grammar, accuracy and inclusion of necessary attachments.
• Performs other duties as assigned.

Conditions of employment

Additional Employment Requirements:

-Participation in direct deposit is mandatory

-May be required to successfully complete a probationary period

-Federal employment suitability as determined by a background investigation

-Males born after 31 December 1959 must be registered for Selective Service

You may be required to successfully complete a 1- or 2- year probation/trial period to assess performance, conduct, agency needs, public interest, and efficiency. Employment ends unless certified in writing that it advances the agencies interest.

CAT 8, US Citizens

Qualifications

To qualify for this position, applicants must possess specialized experience that demonstrates the ability to perform the following duties:

1. Administrative Support: Experience providing comprehensive administrative support to supervisors or senior officials, including managing schedules, coordinating meetings, and ensuring efficient office operations.

2. Communication Skills: Proven ability to communicate effectively both verbally and in writing. This includes screening and directing phone calls, greeting visitors, and providing accurate information regarding organizational functions and procedures.

3. Calendar Management: Experience in managing and maintaining a supervisor's calendar, scheduling appointments and meetings, and adjusting schedules based on workload and priorities.

4. Document Preparation: Proficiency in preparing a variety of documents, including correspondence, reports, and presentations. Experience in utilizing word processing software to draft, edit, and format documents is essential.

5. Meeting Coordination: Ability to organize and facilitate meetings and conferences, including arranging logistics, preparing agendas, and compiling relevant background materials.

6. Correspondence Management: Experience in reviewing and processing incoming and outgoing correspondence, ensuring adherence to policy, format, and procedural standards. Ability to draft responses for non-technical inquiries.

7. Follow-Up and Tracking: Proven capability in maintaining suspense records and monitoring action items to ensure timely responses and completion of tasks.

8. Interpersonal Skills: Strong interpersonal skills to interact effectively with a diverse range of individuals, including military personnel, civilian staff, and external stakeholders.

9. Knowledge of Organizational Functions: Familiarity with the functions and operations of the organization to provide informed assistance and support to supervisors.

10. Team Collaboration: Experience working collaboratively within a team environment, providing guidance to clerical personnel, and fostering a productive office atmosphere.

Additional Qualifications

• Technical Proficiency: Familiarity with office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and any specialized software relevant to the organization.
• Time Management: Demonstrated ability to prioritize tasks and manage competing deadlines effectively.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Once the announcement has closed, your resume and supporting documentation will be used to determine if you meet the qualifications listed on this announcement. If you are minimally qualified, your resume and supporting documentation will be compared to your responses on the assessment questionnaire to determine your level of experience. If you rate yourself higher than is supported by your application package, your responses may be adjusted and/or you may be excluded from consideration for this position. If you are found to be among the top qualified candidates, you will be referred to the selecting official for employment consideration.

Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics):

The agency's Human Resources Office may request additional documentation to support any military requirements or pre-requisites.

Maintain Materials/Office Automation, Personnel Actions/Processing, Program Management, and Qualifications for Clerical and Administrative Support Positions

Please read these instructions carefully before submitting your application. Failure to submit all required documents by the closing date/time of this vacancy announcement will result in disqualification. Please review your application thoroughly prior to final submission to ensure all required documents are included. Uploading documents to USAJOBS does not automatically ensure their inclusion with your application in our system. You must verify that all documents are present within your application package before submitting.

To apply for this position, you must submit a complete Application Package, including the following:

1. Resume: Your resume may not exceed two pages and must include:

• Your full name, current address, civilian email address, and telephone number.

• Detailed work history, including job title, employer's name and address, supervisor's name and phone number, dates of employment (MM/YY), hours worked per week, and a comprehensive description of your duties and accomplishments.

• Evidence supporting your eligibility and qualification claims. You are required to document this information within your resume.

• If qualifying based on related unpaid experience (e.g., volunteer service), provide hours worked per week and beginning/ending dates (MM/DD/YYYY to MM/DD/YYYY).

• For Federal service, include the series and grade of each position held.

• Please be clear and specific. We will not make assumptions regarding your experience. Your resume must contain sufficiently detailed information to allow for a qualification determination.

Example:

$65,000 per year; 40 hours per week, January 2010 - July 2019 or January 2006 - Present… followed by a detailed description of your experience and qualifications.

Important Notes Regarding Resumes:

• Incomplete resumes will not be considered.

• If you submit multiple resumes, only the most recently uploaded resume will be reviewed.

• Do not copy and paste the job description or qualifications into your resume. Doing so will result in disqualification for plagiarism.

2. SF50 (if applicable): Prior/current Federal employees are required to submit their most recent (non-award) SF50. The SF-50 must reflect the highest grade and step held in Federal Service that demonstrates one year time-in-grade.

3. Proof of Required Credentials (if applicable): Submit proof of certification, license, clearance certificate, SRB, ORB, RIP, and unofficial transcripts (with credit hours and degree completion status) for all requisite certification requirements as outlined in this job opportunity announcement. If you are in the military (any service or component), you must submit proof (separate from your resume) verifying your current membership and rank/grade.

4. Veterans' Preference Documentation (if applicable): Submit supporting documentation for all Veterans' Preference claims, such as DD-214, SF-15, and medical information.

• Important: If claiming Veterans' Preference, you MUST submit the appropriate documentation. Failure to do so WILL result in the loss of your preference.

  • 10-Point Veterans' Preference: Submit a signed SF-15, "Application for 10-Point Veterans' Preference," plus required supporting documentation.

  • 5-Point Veterans' Preference: Submit a copy of your DD-214, including Character of Service (usually Member-4 copy). Active duty personnel may submit a certification from their branch of service confirming expected discharge/release under honorable conditions within 120 days, including terminal leave start date, rank, and dates of service.

Resources for Veterans' Preference:

• https://www.fedshirevets.gov/job-seekers/veterans-preference/#content

• https://www.dol.gov/elaws/vets/

Important Reminders:

• It is your responsibility to verify that all information and documents are received, accurate, and submitted by the closing date. You can verify document processing prior to the announcement closing. Allow up to one hour for virus scans.

• Human Resources will not modify, change, or add anything to your application packet after the closing date.

• Human Resources will not disclose your qualification status.

• Incomplete application packages will not be considered.

Next steps