Office Automation Assistant

Pacific Air Forces • Elmendorf AFB, AK

13h

About The Position

The primary purpose of this position is to use multiple office automation software programs with varied functions to produce a wide range of documents and provide miscellaneous clerical support. The role prepares recurring and nonrecurring correspondence, reports, and other documents, and composes nontechnical correspondence such as office procedure instructions, information requests, and acknowledgment or notification letters.

The incumbent reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. They screen incoming mail and electronic messages, route items to supervisors or appropriate staff and offices, receive telephone calls and greet visitors, and refer them to the appropriate staff or office based on knowledge of the organization and its programs and operations. The position also establishes, updates, and maintains office records using automated and nonautomated systems, including records management, electronic forms, electronic publications libraries, and time-and-attendance systems.

The incumbent must be able to type at least 40 words per minute and must satisfactorily complete a physical and remain current on required immunizations. The position involves regular contact with children and requires FBI fingerprinting and a State Criminal History Repository check. U.S. citizenship is required, and the employee must be willing to undergo a background investigation. Depending on the appointment type, a one-year probationary period or two-year trial period may apply.

Requirements

• U.S. citizenship is required.
• At least one year of specialized experience equivalent to GS-04, including experience with office automation software and procedures to create documents, graphics, and tables; edit and reformat electronic drafts; and update or revise databases or spreadsheets; OR four years of education above high school in an accredited business, secretarial, or technical school, junior college, college, or university; OR an equivalent combination of education and experience.
• Submit transcripts if qualifying based on education or a combination of education and experience.
• Ability to type at least 40 words per minute; a qualified typist is required.
• Knowledge of office automation software programs, tools, and techniques used to support office operations and produce letters, reports, spreadsheets, databases, and graphs.
• Knowledge of grammar, spelling, punctuation, capitalization, and formatting for preparing and editing correspondence and reports.
• Knowledge of formats, rules, procedures, and operations applicable to clerical assignments, including correspondence and report preparation and review, screening calls and visitors, maintaining files and records, processing mail, and arranging materials.
• Ability to locate, assemble, and compose information for routine reports, inquiries, and nontechnical correspondence.
• Ability to communicate effectively orally and in writing, using tact and courtesy.
• Must satisfactorily complete a physical and remain current on required immunizations.
• Must be willing to undergo a background investigation to verify suitability for employment.
• A Federal Bureau of Investigation fingerprint check and State Criminal History Repository check are required because the position has regular contact with children.
• Must meet applicable Selective Service registration requirements for males.
• Must use direct deposit as a federal employee.
• Must serve a one-year probationary period or two-year trial period, depending on appointment type; continued employment after that period requires written certification that it advances the public interest.

Responsibilities

• Use multiple office automation software programs to produce documents and other materials, applying different functions and sequences of steps as assignments require.
• Prepare recurring and nonrecurring correspondence, reports, and other documents.
• Compose nontechnical correspondence, including office procedure instructions, requests for information, and acknowledgment or notification letters.
• Review and process incoming and outgoing correspondence, materials, publications, regulations, and directives.
• Screen incoming mail and electronic messages and determine whether to alert the supervisor, refer items to staff, reroute them to other offices, or handle them personally.
• Receive telephone calls and greet visitors; determine the nature of calls or visits and refer them to appropriate staff or offices.
• Establish, update, and maintain office records using automated and nonautomated systems.
• Use automated systems, including records management, electronic forms, electronic publications libraries, and time-and-attendance systems, to perform clerical duties.

Benefits

• Federal employees receive access to a comprehensive benefits package for themselves and their families; specific eligibility depends on position type.
• Authorized permanent change of station (PCS) expenses may be paid under the Joint Travel Regulations and Air Force regulations.
• Eligible employees occupying direct childcare positions may receive childcare discounts: 100% for the first child and 25% for each additional child. Other assigned Child and Youth Programs and Family Child Care personnel are eligible for a 25% discount.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED