Secretary (Office Automation)

Air Education and Training Command • Sheppard AFB, TX

2d

About The Position

The Secretary (Office Automation) serves as the principal office assistant, performing administrative and clerical duties in support of the organization. The role provides office automation support using multiple programs and software, including databases, spreadsheets, and graphics tools.

The position prepares and edits correspondence, reports, and other documents; reviews and processes incoming and outgoing materials; screens mail; answers and routes calls and visitors; and manages the supervisor’s calendar, appointments, meetings, and conferences. It also establishes and maintains office procedures and records and performs other administrative and clerical work to support office operations.

The Secretary independently handles complex office automation assignments, using different software packages and methods as needed to edit lengthy reports, organize and provide information, track project status, and resolve problems transferring text between software packages. The position requires at least one year of specialized experience at the GS-05 level or equivalent, and the ability to type 40 words per minute. No education qualification is required.

Requirements

• At least one year of specialized experience at the next lower grade GS-05, or equivalent in another pay system.
• Ability to type 40 words per minute.
• Knowledge of the rules, procedures, operations, functions, and commitments relevant to secretarial and clerical assignments.
• Knowledge of grammar, spelling, punctuation, capitalization, and formatting for preparing and editing correspondence, reports, and transcribed material.
• Knowledge of office automation software, programs, tools, and techniques used to produce letters, reports, spreadsheets, databases, and graphs.
• Typing skill; a qualified typist is required.
• Ability to communicate effectively orally and in writing.
• U.S. citizenship is required.
• Must be able and willing to undergo a background investigation to verify suitability for employment.
• Male applicants must be registered for Selective Service, if applicable.
• Merit promotion applicants must meet applicable federal time-in-grade requirements; one year at GS-05 is required for GS-06.

Responsibilities

• Prepare recurring and nonrecurring correspondence, reports, and other documents; review and finalize drafts prepared by others.
• Compose and sign nontechnical correspondence in the supervisor’s name or in the secretary’s own name.
• Review and process incoming and outgoing correspondence, materials, publications, regulations, and directives.
• Screen incoming mail and determine whether to bring it to the supervisor’s attention, refer it to staff, reroute it, or handle it personally.
• Receive telephone calls and greet visitors; determine the nature of their inquiries and direct them to appropriate staff or offices.
• Maintain the supervisor’s calendar; arrange meetings and conferences; schedule appointments and meetings according to the supervisor’s policies and priorities.
• Perform other administrative and clerical work in support of the office or organization.
• Establish, update, and maintain office procedures and records that support efficient office operations.
• Use office automation software to create, edit, and reformat documents, including complex formats with graphics or tables, and update databases or spreadsheets.
• Independently plan and perform complex office automation assignments, including editing lengthy reports, organizing information, tracking projects, and resolving text-transfer incompatibilities between software packages.

Benefits

• Federal employee benefits package for employees and their families; specific benefits depend on the position and eligibility.
• Authorized permanent change of station (PCS) expenses may be paid in accordance with applicable regulations.
• Disabled veteran leave may be available to eligible federal employees.

What This Job Offers

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