Secretary (Typing)

U.S. Coast Guard•New London, CT

2d•Onsite

About The Position

The Secretary (Typing) provides secretarial and office management support to the U.S. Coast Guard Academy Superintendent and staff and directs program, administrative, and support operations for the Command. The position is located in the Office of the Superintendent at the U.S. Coast Guard Academy in New London, Connecticut. The secretary serves as office manager for the Superintendent, ensuring consistent administrative practices across subordinate Academy units. The role includes establishing and teaching office procedures; preparing correspondence, reports, and event materials; reviewing and consolidating action requests; managing the Superintendent’s schedule and commitments; serving as the first point of contact for visitors and telephone calls; and arranging official travel, lodging, meetings, and high-profile events. The position is classified at GS-0318-9. Qualification requires at least one year of specialized experience equivalent to GS-8 in the federal sector. Education cannot substitute for the required experience, and the position has no positive education requirement. Applicants must meet all qualification requirements by the announcement closing date. A one-year probationary period may be required, and employment is subject to suitability determination through a background investigation.

Requirements

At least one full year of specialized experience equivalent to GS-8 in the federal sector.
Specialized experience preparing correspondence and other documents using proper grammar, spelling, punctuation, and format.
Experience receiving visitors and maintaining files and incoming correspondence, including identifying typographical errors.
Experience scheduling a supervisor’s activities, composing correspondence, resolving problems, locating information, and organizing office workflow.
Experience following up on action items and requisitioning supplies, equipment, and services for an office chief and staff.
Experience identifying workflow problems, scheduling conflicts, and other situations that may negatively affect organizational efficiency or effectiveness.
Experience performing records management, including developing, maintaining, verifying, and evaluating existing systems.
Experience performing advanced office automation work and organizing data into graphs, spreadsheets, or other representations.
Must be a U.S. Citizen or National.
Must be registered with the Selective Service or exempt from registration.
Must meet all qualification requirements by the announcement closing date.
Must be suitable for federal employment based on a background investigation.
Must meet the time-in-grade requirement by the vacancy closing date.
Federal salary payments are required to be made by direct deposit.

Responsibilities

Serve as office manager for the Superintendent and ensure administrative and clerical practices in subordinate Academy units are consistent with the Superintendent’s office.
Develop, install, and train cadets, support staff, military personnel, and civilians on office procedures and practices.
Prepare correspondence, directives, reports, guest lists, invitations, seating plans, and materials involving protocol and public/community relations.
Receive, consolidate, and review action requests, including matters related to cadets, the Coast Guard Band, and USCG Barque Eagle, for response by the Superintendent and staff.
Independently compose and type final correspondence and reports from taped dictation, handwritten drafts, and word-processed drafts for the Superintendent’s signature.
Control the Superintendent’s appointments and commitments of time.
Serve as the first point of contact for office visitors and telephone calls; schedule appointments and plan meeting times and locations in accordance with instructions.
Plan and arrange Temporary Additional Duty travel and lodging for the Superintendent.
Plan special events for high-profile visiting dignitaries, including the President and cabinet members.
Schedule supervisor activities, resolve problems, locate information, organize office workflow, and follow up on action items.
Requisition office supplies, equipment, and services for the office chief and staff.
Identify workflow problems, scheduling conflicts, and other issues that negatively affect organizational efficiency or effectiveness.
Perform records management duties, including developing, maintaining, verifying, and evaluating records systems.
Perform advanced office automation work and organize data into graphs, spreadsheets, or other forms of representation.