Secretary (Office Automation)
About The Position
The Secretary (Office Automation) provides executive and administrative support to a manager and the Taxpayer Services Operations Support organization. The position handles telephone calls and visitors, screens and routes communications, maintains the manager’s schedule and confidential files, and coordinates meetings and conferences. It also supports organizational administration through budget monitoring, reporting, procurement requests, and personnel action requests. The role requires typing at a minimum speed of 40 words per minute and experience using office automation systems, software practices, and procedures.
Requirements
- One year of specialized experience at a level equivalent to GS-08 in the Federal service, including arranging meetings and conferences and assembling agenda materials; reviewing action documents; serving as a liaison and briefing on current issues, programs, and activities; writing and proofreading correspondence and reports; briefing on office-related facts, issues, and reports; and monitoring expenses and recommending budget adjustments.
- For current civilian employees, at least 90 days of federal civilian service since the latest non-temporary appointment from a competitive referral certificate, by the applicable closing or cut-off date.
- For positions above GS-05, one year (52 weeks) at the next lower grade level to meet time-in-grade requirements.
- Qualified typist with a minimum typing speed of 40 words per minute, based on a five-minute sample with no more than three errors.
- Experience using office automation systems, software practices, and procedures.
- Obtain and use a Government-issued charge card for business-related travel.
- Complete any applicable probationary period.
Responsibilities
- Receives telephone calls and visitors for the manager, determines which calls to answer or direct elsewhere, and obtains background information before referring calls.
- Receives and reviews incoming mail and correspondence, refers important items to the manager, routes correspondence to staff, and tracks responses to action items.
- Reviews incoming directives and issuances and brings relevant items to the manager’s attention.
- Drafts or prepares routine correspondence and other written materials in final form on own initiative.
- Maintains the manager’s appointment schedule, makes final commitments, and advises the manager of appointments and commitments that could affect future decisions.
- Arranges meetings and conferences, including space, time, and staff; assembles and summarizes agenda background materials and informs participants of topics.
- Reviews correspondence and action documents prepared for the manager’s signature for grammar, format, clarity, and consistency with the manager’s viewpoint; returns documents for correction when appropriate.
- Maintains confidential files for the manager and establishes and maintains administrative files.
- Performs administrative support assignments for the organization.
- Collects data for annual budget estimates and consolidates it into the annual budget submission.
- Sets up controls to monitor expenses and recommends budget adjustments as circumstances change.
- Prepares periodic and annual reports, including summaries and presentation of program information in an appropriate format.
- Prepares procurement requests for supplies and equipment and completes personnel action requests.
Benefits
- Comprehensive federal employee benefits package; specific eligibility and benefits depend on position type.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
