Secretary (Office Automation)

Internal Revenue Service•Bloomington, IL

About The Position

The Secretary (Office Automation) supports a manager and organizational offices within Taxpayer Services, in the CARE—Customer Assistance, Relationship and Education—Distribution area. The position receives telephone calls and personal visitors, directs those who do not require the manager’s attention to the appropriate office, provides information about office functions, and alerts the manager to sensitive contacts. The secretary screens incoming correspondence, routes it to the appropriate organization, sets response dates, and monitors suspense dates. The role maintains the supervisor’s calendar, schedules appointments and engagements, assembles background materials, prepares discussion notes, arranges travel, and prepares travel vouchers. At higher office levels, the position establishes organization-wide policies and procedures—with the manager’s assistance—for correspondence control and routing, personnel-action requests, travel, files administration, and internal memoranda. At lower office levels, it adapts these procedures for subordinate offices. The secretary may also advise, assist, and train secretaries and clerical support staff in subordinate organizational segments, coordinate and assemble their work products, and ensure they receive necessary training.

Requirements

At least one year (12 months) of specialized experience equivalent to the GS-05 level, involving work related to the position and the competencies needed for successful performance. Qualifying experience may include independently providing clerical support, typing, maintaining files and records, screening material, establishing procedures, following up on action items, editing correspondence, or requisitioning supplies, equipment, and services for an office chief and staff.
Typing proficiency of at least 40 words per minute, based on a five-minute sample with three or fewer errors.
Experience using office automation systems, software practices, and procedures.
U.S. citizenship or nationality, with proof of U.S. citizenship required.
Males born after December 31, 1959 must be registered with the Selective Service System or provide proof of exemption.
Provide two forms of identification from the Form I-9; documents must be unexpired originals or certified copies.
Current federal employees must have at least a fully successful or equivalent performance rating to receive consideration.
Current civilian employees must meet the time-after-competitive-appointment requirement: at least 90 days of federal civilian service since their latest non-temporary appointment from a competitive referral certificate, as applicable.
Meet applicable time-in-grade requirements. For positions above GS-05, one year (52 weeks) at the next lower grade is required.
Obtain and use a Government-issued charge card for business-related travel.
Newly appointed employees are subject to a probationary or trial period and must receive an affirmative determination of suitability for continued employment.

Responsibilities

Receive telephone calls and personal visitors; refer those not requiring the manager’s attention to the appropriate office.
Provide information about office functions to people from other organizations and advise the manager of sensitive contacts.
Establish policies and procedures, with the manager’s assistance, for correspondence control and routing, personnel-action requests, travel arrangements, files administration, and internal memoranda, or adapt procedures for subordinate offices as appropriate to the office level.
Advise, assist, and train secretaries and clerical support staff in subordinate organizational segments.
Review, coordinate, and assemble work products of subordinate counterparts as required.
Ensure subordinate clerical staff receive necessary training.
Screen incoming correspondence, route it to the appropriate organization, establish response dates, and monitor suspense dates.
Maintain the supervisor’s calendar; schedule appointments and engagements; assemble background material and prepare notes for the supervisor; make travel arrangements and prepare travel vouchers.