Secretary (Office Automation)

Air Force Materiel Command • Wright-Patterson AFB, OH

1d • Onsite

About The Position

The primary purpose of this position is to serve as the office assistant performing various administrative and clerical duties in support of an organization normally found in a major command headquarters. Performs office automation support using multiple programs and software, such as databases, spreadsheets, and graphics, in support of administrative and clerical work.

Requirements

• U.S. Citizenship is required
• Males must be registered for Selective Service, see Legal and Regulatory Guidance
• If authorized, PCS will be paid IAW JTR and AF Regulations.
• If receiving an authorized PCS, you may be subject to completing/signing a CONUS agreement.
• This posn is subject to provisions of the DoD Priority Placement Program
• Position may require an appropriate security clearance
• Employee must maintain current certifications
• Disclosure of Political Appointments
• All federal employees are required to have direct deposit.
• This announcement may result in a 120-day register that may be used to fill like vacancies for 120 days after the closing date.
• Applicants may be referred for consideration as vacancies occur.
• Depending on the type of position (competitive/excepted) you are selected for, you will be required to serve a 1-year probationary period OR 2-year trial period.
• Upon completion of your probationary/trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
• Selectee may be required to serve a probationary or trial period.
• Recruitment Incentive may be authorized for this position
• Applicants must have skills as a qualified typist, a minimum of 40 WPM proficiency.
• Applicant must upload an authorized proficiency certificate or self-certify proficiency in the assessment tool.
• Relocation costs or other incentives may be available and considered by the organization.
• This position may require travel.
• This position may require drug testing, and the candidate may be subject to passing a drug test upon selection.
• Knowledge of Defense Travel System vouchers and authorizations, Microsoft Outlook Calendar scheduling, office functions for support to supervisor and staff in preparing and reviewing correspondence, screen telephone calls and visitors, to maintain supervisor's calendar, and to perform other substantive or administrative work of the organization.
• The ability to communicate effectively, both orally and in writing.
• Skilled in typing: 40 words per minute typing speed.
• Knowledge of extensive rules, procedures, or operations applied to secretarial and clerical assignments to perform the procedural and administrative work of the office, such as preparing and editing documents, maintaining files/records, making and preparing travel arrangements, locating, assembling and composing information for various reports, inquiries, and nontechnical correspondence.
• Knowledge of office functions and commitments of supervisor and staff to prepare and review correspondence, to screen telephone calls and visitors, to maintain supervisor's calendar, and to perform other substantive or administrative work of the organization.
• Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports.
• Knowledge of various office automation software programs, tools, and techniques to support office operations and produce a variety of documents such as letters, reports, spreadsheets, databases, and graphs.
• Skill in typing; a qualified typist is required.
• Ability to communicate effectively, both orally and in writing.

Nice To Haves

• Have successfully completed a full 4-year course of study leading to a bachelor's degree.

Responsibilities

• Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents from information obtained from the staff, files, and other sources.
• Prepares and finalizes various recurring reports, determining and modifying format, content, and frequency requirements.
• Independently composes and prepares nontechnical correspondence such as requests for information concerning the organization's mission and programs; office procedures; and letters of acknowledgment, commendation, or notification.
• Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives.
• Screens incoming mail to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally.
• Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits.
• Determines appropriate action based upon detailed knowledge of the organization and its programs and operations.
• When supervisor is not available, determines whether important business and high ranking calls and visitors should be referred to another staff member or delayed until supervisor is available, taking telephone messages or making later appointments as appropriate.
• Independently notes and follows-up on commitments made at meetings and conferences by staff members, and maintains supervisor's calendar, coordinates meeting arrangements, and/or schedules meetings and/or conferences.
• Schedules appointments and meetings, without prior approval, based on personal knowledge of workload and current issues, and coordinates with the supervisor as necessary.
• Performs other clerical and administrative work in support of the office/organization.
• Develops, establishes, updates, and maintains office procedures and records/files of various types to ensure effective and efficient operation of the office.
• Serves as liaison between the supervisor and subordinate units.
• Provides advice and guidance to staff in subordinate organizations on administrative, clerical, and procedural requirements and instructions, and responds to fluctuating workloads by shifting clerical staff in subordinate units.
• Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets.

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