Secretary (Office Automation)
Duties
The Primary Duties Of This Position Are:
- Advises the manager of important matters relative to significant items in reports, files, and correspondence.
- Composes correspondence relative to the administrative support functions of the office and other subjects as outlined in directives or procedures, or as specifically requested by the manager.
- Attends weekly staff meetings and other types of meetings; makes complete arrangements for conferences.
- Maintains supervisors' appointment schedule with full authority to make commitments of time, establishes priorities, and reschedules appointments.
- Reviews, routes, and distributes incoming correspondence.
- Responds to and plans for the administrative needs of the office, including submitting and providing the status of personnel action requests.
- Compiles and updates mailing lists for projects under the responsibility of the office. Inputs and formats public comments from meeting flip charts, summary notes, correspondence, and other sources.
- Maintains office binders relative to the administrative support functions of the office (e.g., design and contract binders, etc.).
- Uses a personal computer to prepare a variety of materials from handwritten or electronic drafts and oral instructions.
- Prepares materials in final form, ensuring the accuracy of spelling, punctuation, grammar, and appropriate formats.
Requirements
Conditions of Employment
You must be a U.S. Citizen or U.S. National.
You must be suitable for federal employment, determined by a background investigation.
You must submit a resume and supporting documentation (see Required Documents).
You must submit eligibility documents for veterans consideration (see Required Documents).
You must meet any minimum education and/or experience requirements (see Qualifications).
You must submit transcript(s) to verify education requirements (see Qualifications/Education).
Qualifications
In order to be rated as qualified for this position, the HR Office must be able to determine that you meet the education and/or specialized experience requirement - this information must be clearly supported in the resume.
To qualify at the GS-05 level, you must possess one year of specialized experience equivalent in difficulty and complexity to at least the GS-04 level in federal service having demonstrated experience receiving, screening, and referring visitor/phone calls; responding to inquiries verbally and in writing; arranging meetings, travel, and hotel accommodations; reviewing correspondence for grammar, punctuation, and format; establishing files/records and typing a variety of products. These examples are not all inclusive. -OR- You could otherwise qualify on the basis of Education having completed 4-years above high school and/or obtained a bachelor's degree from an accredited college or university. -OR- You may combine specialized experience and education to meet the minimum qualifications.
To qualify at the GS-06 level, you must possess one year of specialized experience equivalent in difficulty and complexity to at least the GS-05 level in federal service having demonstrated experience as a senior/supervisory clerk/secretary, independently providing clerical support, typing, maintaining files and records, screening material, establishing procedures, following up on action items, editing correspondence, and requisitioning supplies and/or equipment. These examples are not all inclusive.
Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.
Selective Placement Factor: Applicants must possess a typing skill of at least 40 words per minute. Certification may be a certificate of proficiency dated within the past 3 years or self-certification by stating your current speed on your application for employment/resume.
You must meet all Eligibility and Qualification requirements, including any selective placement factors if applicable, by 05/29/2024.
Education
This vacancy announcement allows substituting education for experience at the GS-5 grade level. You must submit a copy of college transcript(s) (unofficial copy is acceptable) to support claimed education if substituting education for experience. Transcripts must include the name of the college or university and date the degree was conferred. A typed list of courses, grades, semester/quarter hours, GPA, etc. will not be accepted. Non-submission may result in being rated not-qualified for the position.
You will be required to provide official college transcripts to verify educational qualifications, if selected. An official transcript must be sent directly from the University's Registrar's office and must be provided from the institution awarding the degree. Academic transcripts certified by notary publics are NOT official. Official transcripts must be submitted prior to reporting to work as a condition of employment. Failure to submit official transcripts may be grounds for dismissal or rescission of the job offer.
Accreditation: Only education from an accredited college or university recognized by the Department of Education is acceptable to meet education requirements or to substitute for experience, if applicable. For additional info, refer to the Office of Personnel Management and U.S. Department of Education.
Foreign Education: To receive credit for education completed outside the United States, you must show proof that the education has been submitted to a private organization that specializes in interpretation of foreign educational credentials and such education has been deemed at least equivalent to that gained in conventional U.S. education programs. For additional info, refer to the U.S. Network for Education Information.
Additional information
You may be required to serve an initial probationary period. Current, permanent Federal employees who are selected from this announcement may be required to serve a probationary period.
Reclamation has determined that the duties of this position are suitable for telework and you may be allowed to telework with supervisory approval.
If otherwise eligible and qualified, you may be offered a recruitment or relocation incentive. The decision to offer an incentive will be made on a case-by-case basis and is neither promised nor guaranteed. For information visit: Recruitment Incentive or Relocation Incentive.
Permanent Change of Station (PCS) expenses are authorized with the exception of the Guaranteed Home Sale Provision or first-post-of-duty relocation expenses are authorized, as applicable. The Tax Cuts and Jobs Act (TCJA), signed into law December 2017, suspends the moving expense deduction and the exclusion from income of qualified employer reimbursements of moving expenses that was allowed under previous tax laws. Employer reimbursements for moving costs are now generally taxed at the same rate as ordinary income.
If otherwise eligible and qualified, you may be offered a Student Loan Repayment Benefit (SLRB). The decision to offer an SLRB will be made on a case-by-case basis and is neither promised nor guaranteed. For information visit: SLRB Program.
If otherwise eligible and qualified, you may request consideration for a Superior Qualifications Appointment. For information, visit: OPM Fact Sheet.
Related non-Federal experience or related experience as retired members of the uniformed services may be credited towards computing entitlement to leave accrual, at managerial discretion, providing that experience meets certain criteria. This provision allows new employees to earn annual leave at a higher rate than would otherwise be allowed. (5 Code of Federal Regulations, 630). For additional information, please visit: Creditable Service for Annual Leave
DOI uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including applicant rights and responsibilities, please visit https://www.e-verify.gov/
This position is designated as a LOW RISK position. It requires a fully completed and favorably adjudicated SF85 Background Investigation (T1 or equivalent) that is current (within the last 5 years). This is a condition of employment.
Male applicants born after December 31, 1959 must certify registration with the Selective Service System or that the applicant is exempt from having to do so under the Selective Service Law. Go to: https://www.sss.gov
This is a non-bargaining unit position.
Additional vacancies may be filled using this job announcement.
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- Help Help A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Category rating and selection procedures will be used to evaluate applications from this announcement. If an applicant meets the basic qualification requirements, his/her on-line responses to the vacancy assessment questionnaire will be used to determine the quality and extent of his/her experience, education, training, etc., for placement in one of the following categories: 1) Best Qualified, 2) Well Qualified, and 3) Qualified. Qualified candidates will be assigned a numerical score on a scale of 70-100. The Category Rating Process does not add veterans' preference points or apply the "rule of three" but protects the rights of Veterans by placing them ahead of non-preference eligibles within each quality category. Veterans' preference eligibles who meet the minimum qualification requirements and who have a compensable service-connected disability of at least 10 percent will be listed in the highest quality category (except in the case of scientific or professional positions at the GS-09 level or higher).
You Will Be Evaluated Based On How Well You Meet The Qualifications Listed In This Vacancy Announcement. Your Qualifications Will Be Evaluated Based On Your Application Materials (e.g., Resume, Supporting Documents), The Responses You Provide On The Application Questionnaire, And The Result Of The Online Assessments Required For This Position. You Will Be Assessed On The Following Competencies (knowledge, Skills, Abilities, And Other Characteristics):
- Accountability
- Attention to Detail
- Clerical
- Computer Skills
- Customer Service
- Decision Making
- Flexibility
- Integrity/Honesty
- Interpersonal Skills
- Learning
- Oral Communication
- Reading Comprehension
- Reasoning
- Self-Management
- Stress Tolerance
- Teamwork
- Writing
The application questionnaire can be previewed here: https://apply.usastaffing.gov/ViewQuestionnaire/12412553
Applicants who apply under this job opportunity announcement agree to have their application, associated documents and applicable personal information shared with other Bureaus/Offices within the Department of the Interior (DOI) who have vacancies with the same occupational series, grade, full performance level and in the same geographic location(s). Applying to this announcement does not replace the need to apply to other job opportunity announcements for which you wish to receive consideration. You may choose to opt in of having your information shared with other agencies when applying for this position. If an agency requests a copy of a certificate you are on, you will be notified.