SECRETARY (OFFICE OF AUTOMATION)
This position is located in the immediate office of the Regional Director and/or Field Office Director. 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.
Under general supervision, 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. 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.
3. Office Automation. Performs office automation duties using such software applications as electronic mail, desktop publishing, calendar, spreadsheet, database, and/or graphics. Integrates several types of software to generate specific working documents and forms such as spreadsheets, database, word processing, desktop publishing, graphics and other similar products. Selects appropriate system, application and format. Assists other users with regard to selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for each task.
4. Maintaining Calendars, Appointments, and Schedules. Schedules appointments, coordinates meetings, and/or schedules conferences. Independently schedules supervisor/staff member time based on knowledge of preferences and current commitments. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required. Provides general calendar maintenance clerical services such as maintaining calendars and recording appointments, or arranging for meeting and small conference administrative details.
5. Office Supplies and Equipment. Obtains and monitors the use of services, supplies, or equipment for the office. Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area.
Performs other related duties as assigned.
Knowledge Type IV
Work Situation ____
- General knowledge of the duties, priorities, commitments, policies, and program goals of the staff sufficient to perform non-routine assignments
- Extensive knowledge of office automation hardware and software sufficient to create, manipulate, and modify files, create databases, spreadsheets and graphics; and create, receive and send electronic mail.
- Skill to recognize which information is or is not relevant to the problem at hand
- Extensive knowledge required to coordinate the work of the office with the work of the other offices and for recognizing the need for such coordination in various circumstances
- Proficiency in grammar, punctuation and spelling to review written material for accuracy and adequacy; and to compose, and edit
- Skill in using tact, diplomacy and discretion in dealing with a variety of diverse individuals and complex or sensitive situations.
The supervisor defines the overall objectives and priorities of the work in the office. The secretary independently plans and carries out the work and handles problems and deviations independently in accordance with 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 inside and outside the agency. 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 involving a broad aspect of programs and operations in the office. The secretary independently plans, coordinates and advises on work efforts to resolve operational problems and prepares general responses to inquiries, some requiring technical knowledge in which the incumbent independently seeks advice and guidance from respective office staff.
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