Secretary (Office Automation)

Internal Revenue Service • Atlanta, GA

23h

About The Position

This position is to be filled in the Taxpayer Services - Customer Account Service business unit. The Secretary serves as the Liaison between the manager and subordinate staff members and other key officials, assuring understanding and clarification of the manager's views on all problems and issues. The role also acts as the office manager, ensuring consistency in practices and procedures used by secretaries in subordinate offices, and on their own initiative, recommends changes in administrative policies. The Secretary devises and installs office procedures and practices for subordinate offices, ensuring an orderly and efficient flow of work and resolving various problems and situations that affect the flow of work. They exercise exclusive control over the manager's calendar, with authority for commitments of time, and screen all calls and visitors, answering most questions and completing most business authoritatively and accurately based on knowledge of the manager's views and awareness of all current matters. The Secretary analyzes incoming directives, manual issuances, policy changes, and regulatory and procedural changes for their potential effect on the manager's objectives, alerting the manager to areas of potential impact and arranging for necessary follow-up technical review. They identify trends that may significantly affect operations, administrative practices, or communications, and suggest possible courses of action when trends indicate problem areas, recommending the functional component or individual best suited to provide follow-up action.

Requirements

• Federal experience is not required.
• Experience may have been gained in the public sector, private sector or through Volunteer Service.
• One year of experience refers to full-time work; part-time work is considered on a prorated basis.
• Indicate dates of employment by month/day/year, and indicate number of hours worked per week, on your resume.
• Must meet the qualification requirements by the closing date of this announcement.
• SPECIALIZED EXPERIENCE FOR GS-09: 1 year of specialized experience at a level of difficulty and responsibility equivalent to the GS-08 grade level in the Federal service.
• SPECIALIZED EXPERIENCE FOR GS-10: 1 year of specialized experience at a level of difficulty and responsibility equivalent to the GS-09 grade level in the Federal service.
• TIME AFTER COMPETITIVE APPOINTMENT (TACA): 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.
• TIME IN GRADE (TIG): For positions above the GS-05, applicants must meet applicable time-in-grade requirements. One year (52 weeks) at the next lower grade level is required to meet the time-in-grade requirements for the grade you are applying for.
• Typing: Qualified typist with a minimum typing speed of 40 words per minute (based on a 5-minute sample with three or fewer errors).
• Office Automation (OA): Experience using office automation systems, software practices and procedures.

Nice To Haves

• Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Responsibilities

• Serves as the Liaison between the manager and subordinate staff members and other key officials.
• Assures understanding and clarification of the manager's views on all problems and issues.
• Serves as office manager for the office and ensures that the practices and procedures used by secretaries in subordinate offices are consistent with those of the manager's office.
• Recommends changes in administrative policies.
• Devises and installs office procedures and practices to be used by secretaries in subordinate offices.
• Ensures an orderly and efficient flow of work and resolves various problems and situations that affect the flow of work.
• Exercises exclusive control over the manager's calendar, with authority for commitments of time.
• Screens all calls and visitors, answering most questions and completing most business in an authoritative and accurate manner based on knowledge of the manager's views and an awareness of all matters in which he/she is currently involved.
• Analyzes incoming directives, manual issuances, policy changes, regulatory and procedural changes, etc., for significant potential effect on the manager's objectives as well as for general interests and informal objectives of the manager.
• Alerts the manager of areas of potential impact and arranges for any necessary follow-up technical review by appropriate segments of the organization.
• Identifies trends that may have a significant effect on, for example, operations, administrative practices, communications, etc.
• Suggests possible courses of action to take when trends indicate actual or potential problem areas.
• Recommends functional component or individual best suited to provide follow-up action.
• Obtaining needed background information before referring calls and visitors and referring items of special importance.
• Arranging meetings and conferences and assembling material for agenda items.
• Reviewing action documents for grammar, format, clarity of information, and conformance with the manager's viewpoint.
• Serving as liaison by briefing on views on current issues, programs, and activities.
• Conducting periodic training sessions.
• Performing administrative support assignments such as collecting data for the annual budget estimates, setting up controls to monitor expenses and recommending adjustments, preparing reports and requests for procurement of supplies and equipment; and completing personnel action requests.
• Using own judgment to determine and referring items of special importance.
• Reviewing incoming directives and issuances.
• Making final commitments, and advising those that might affect future decisions.
• Recommending changes in administrative policies and devising and installing procedures and office practices.
• Monitoring expenses during the year, recommending budget adjustments and preparing periodic and annual reports.
• Handling office emergencies and resolving situations requiring initiative.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.

What This Job Offers

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