SECRETARY (OFFICE OF AUTOMATION)
(This PD was received missing parts from “Major Duties and Responsibilities” and missing “Factor 1”)
This position is located in the immediate office of Field Policy and Management. U.S. Department of Housing and Urban Development. The incumbent(s) assigned to this position are responsible for performing work of a general clerical, secretarial, or office support nature and/or providing direct support of an administrative area or technical program.
The incumbent of this position independently coordinates administrative processes related to the operation of the assigned office, such as personnel, supply, and/or budget process. As the office administrator, performs secretarial duties in support of an individual, and in some cases, the subordinate staff of that individual as well, by performing general office work auxiliary to the work of the organization.
1. Public Contact Work. Independently receives, schedules, refers and contacts members of the staff, agency and persons outside the agency ranging from other government agencies to the public. Screens the supervisor and staff members’ calls and determines if the call(s) require their immediate attention. Supplies the requested information when the question concerns information the employee is familiar with or can easily obtain (e.g., status of reports, suspense dates, procedural requirements, etc.). Provides general clerical public contact support services such as answering the telephone, referring visitors, providing information about the office, its functions, and standard operating procedures, as well as similar information. Screens calls and personally answers calls when the requested information concerns routine and procedural requirements.
2. Mail Correspondence and Reports. On own initiative, processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquires. Researches files and assembles background information on the subject of incoming material before referral. Provides general clerical mail and correspondence services such as preparing a variety of recurring reports, reviewing outgoing correspondence for proper attachments, or consolidating/coordinating submissions of information.
Ø Proficiency in grammar, punctuation and spelling to review written material for accuracy and adequacy; and to compose, and edit
Ø Ability to use tact, diplomacy and discretion in dealing with a variety of diverse individuals
The supervisor defines the overall objectives and priorities of the work in the office and assists the secretary with special assignments. The secretary independently plans and carries out the work and handles problems and deviations I accordance with well established instructions, priorities, policies, commitments and program goals of the supervisor, and accepted practices.
Guidelines include a large body of unwritten policies, precedents, and practices which are not completely applicable to the work or are not specific and which deal with matters relating to judgment, efficiency, and relative priorities rather than with procedural concerns. The secretary applies and adapts guidelines to specific problems for which guidelines are not clearly applicable.
The work includes various duties involving different and unrelated steps, processes, and methods. Decisions regarding what needs to be done, and how to accomplish them, are based on the secretary’s knowledge of the duties, priorities, commitments, policies, and program goals of the supervisor and the staff and involve analysis of the subject, phase, or issues involved in each assignment. The chosen course of action is selected from many alternatives.
The purpose of the work is to carry out specific procedures. The work affects a wide range of agency activities, operations and other agencies, or a large segment of the public or business community. The secretary identifies and resolves various problems and situations that affect the orderly and efficient flow of work in transactions with parties outside the organization.
The personal contacts are with employees in the same agency, but outside the immediate organization. People contacted are engaged in different functions, missions, and kinds of work than are people in the secretary’s organization. The contacts are with members of the general public, as individuals or in groups, in a moderately structured setting. Visitors and callers contact the office or are contacted by the office for several different purposes; to receive one of several different services, or to find several kinds of information. The secretary must clarify the reason for the contact with the office.
The purpose of the contacts is to obtain, clarify, or give facts or information directly related to the work, like exchanging information on leave balances for the staff and providing telephone or receptionist services. The secretary also plans, coordinates and advises on work efforts to resolve operational problems.
The work is sedentary. Typically, the employee may sit comfortable to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work.
The work environment involves everyday risks or discomforts and requires normal safety precautions typical of such places as meeting and training rooms, libraries, or commercial vehicles. The work is adequately lighted, heated and ventilated.
NOTE: position is at the full performance level