Secretary (OA)

Internal Revenue Service • Austin, TX

4d

About The Position

The Secretary (OA) serves as office manager for the assigned office, ensuring that administrative practices and procedures used by secretaries in subordinate offices are consistent. The position recommends changes to administrative policies, devises and installs office procedures, and conducts periodic secretarial training sessions.

The secretary manages the manager’s appointments and commitments, screens calls and visitors, and handles routine matters and questions involving established policy. The position reviews incoming directives, manual issuances, and policy, regulatory, or procedural changes for potential effects on the manager’s objectives and interests. It alerts the manager to potential impacts, arranges appropriate technical follow-up, and ensures that follow-up actions are completed.

The position requires specialized administrative experience at the applicable grade level, typing proficiency of at least 40 words per minute, and experience using office automation systems, software, practices, and procedures. The announcement identifies GS-08 and GS-09 specialized-experience requirements.

Requirements

• For GS-08: One year of specialized experience at a level equivalent to GS-07, including screening calls, visitors, and inquiries; coordinating meetings; preparing meeting records; reviewing documents; preparing correspondence; processing administrative actions; using office applications to generate and manage data and reports; and maintaining administrative records and schedules.
• For GS-09: One year of specialized experience at a level equivalent to GS-08, including evaluating background information to determine appropriate dispositions; coordinating executive calendars, meetings, agendas, materials, and follow-up; reviewing documents for procedural compliance; serving as an administrative liaison; supporting budget, procurement, and personnel actions; monitoring suspense items; and conducting administrative training.
• Typing proficiency of at least 40 words per minute, based on a five-minute sample with three or fewer errors; proficiency may be demonstrated by a performance test, qualifying certificate, or self-certification, subject to possible verification.
• Experience using office automation systems, software, practices, and procedures.
• Current civilian employees must meet the applicable time-after-competitive-appointment requirement: at least 90 days of federal civilian service since their latest qualifying non-temporary competitive appointment.
• Applicants for positions above GS-05 must meet applicable time-in-grade requirements, including 52 weeks at the next lower grade level.
• Meet the qualifications by the closing date of the announcement. Part-time experience is prorated; experience may be from public-sector, private-sector, or volunteer service.

Responsibilities

• Manage office operations and ensure consistent administrative practices and procedures among subordinate offices.
• Recommend changes to administrative policies and devise and install office procedures for secretaries in subordinate offices.
• Prepare agendas for and conduct periodic secretarial training sessions.
• Control the manager’s appointments and make commitments of the manager’s time.
• Screen calls and visitors, respond to questions, and handle business involving established policy or routine matters.
• Analyze directives, manual issuances, and policy, regulatory, and procedural changes for potential effects on the manager’s objectives and interests.
• Alert the manager to potential impacts, arrange technical review by appropriate organizational segments, and ensure follow-up actions are completed.

Benefits

• The announcement states that federal employees have access to a comprehensive benefits package; specific benefits depend on position type and should be confirmed with the hiring agency.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed