Secretary (OA)

Internal Revenue Service • Washington, DC

4d

About The Position

The Secretary (OA) position supports Taxpayer Services, Operation Support. The incumbent manages appointment schedules and makes final commitments; screens calls and visitors, deciding which inquiries to address personally and which to refer; and maintains confidential files, including files containing sensitive material. The role also establishes and maintains general administrative and other confidential files in the immediate office.

The secretary receives and reviews incoming mail and correspondence, refers items requiring personal attention, and determines what should be routed to Executive Staff Members and others, setting controls and deadlines. The incumbent reviews internal management documents and provides critiques on clarity, understandability, and substantive content. The role also conducts thorough substantive reviews of correspondence and action documents prepared for signature to ensure they conform to IRS policy and are adequate, clear, properly formatted, and consistent with the manager’s expressed views. The incumbent consults subordinate officials to resolve conflicts or brings unresolved issues to the manager’s attention.

The position requires typing at a minimum speed of 40 words per minute and experience using office automation systems, software practices, and procedures. Alternative work schedules and staggered work hours may be available. A probationary period may apply, and the employee must obtain and use a government-issued charge card for business-related travel.

Requirements

• One year of specialized experience equivalent in difficulty and responsibility to the GS-07 level, including screening and answering telephone calls; arranging conferences and recording and transcribing minutes; reviewing documents for format, grammar, punctuation, and mathematical correctness; writing non-technical correspondence; briefing on office-related facts, issues, and reports; providing administrative support such as preparing personnel actions, reconciling bank or credit account statements and credit card reports, and ordering and maintaining supplies; and retrieving, gathering, and generating data using word-processing, spreadsheet, slide, and statistical-data software applications.
• Meet applicable time-in-grade requirements; for positions above GS-05, one year (52 weeks) at the next lower grade level is required.
• Current civilian employees must have completed at least 90 days of federal civilian service since their latest non-temporary appointment from a competitive referral certificate, by the applicable closing or cut-off date.
• Qualified typist with a minimum speed of 40 words per minute, based on a five-minute sample with no more than three errors.
• Experience using office automation systems, software practices, and procedures.
• Obtain and use a government-issued charge card for business-related travel.
• Complete any required probationary period.

Responsibilities

• Maintain appointment schedules and make final commitments.
• Screen calls and visitors, answer appropriate calls, and direct others to the appropriate destination.
• Review and critique internal management documents for clarity, understandability, and substantive content.
• Maintain confidential files containing sensitive material, as well as general administrative and other confidential files.
• Receive and review incoming mail and correspondence, referring items requiring personal attention.
• Determine correspondence routing, set controls and deadlines, and route items to Executive Staff Members and others as appropriate.
• Review correspondence and action documents prepared for signature for conformance with IRS policy, adequacy and clarity of information, format, and consistency with the manager’s expressed view.
• Consult subordinate officials to resolve conflicts and bring unresolved issues to the manager’s attention.

Benefits

• Comprehensive federal employee benefits package; eligibility and 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