Secretary (Office Automation)

Quick Facts

• Role: Principal office assistant supporting executive secretarial duties

• Focus: Office automation, word processing, and administrative/clerical operations

Description

Serve as the principal office assistant, performing administrative and clerical duties in support of executive secretarial functions. Perform office automation tasks such as word processing, and prepare recurring and nonrecurring correspondence and reports. Screen incoming and outgoing correspondence, manage calls and visitors, coordinate the supervisor’s calendar and meetings, and maintain office procedures and records.

Responsibilities

• Prepare correspondence, reports, and other documents using information from staff, files, and other sources

• Determine and modify format, content, and frequency for recurring reports

• Review and process incoming/outgoing correspondence and directives; screen mail and route items appropriately

• Answer telephone calls and greet visitors; determine appropriate action based on organizational knowledge

• Independently note and follow up on commitments from meetings and conferences

• Maintain the supervisor’s calendar; schedule appointments and meetings

• Develop, update, and maintain office procedures and records/files

• Perform other clerical and administrative work to support office operations

Requirements

• U.S. citizenship required

• Ability to type at least 40 WPM

• Ability to obtain a Secret security clearance

• At least 1 year of specialized experience at the next lower grade (GS-06) or equivalent

• Knowledge of secretarial/clerical rules and procedures for document preparation/editing and record/file maintenance

• Knowledge of office functions for screening communications, maintaining calendar, and supporting supervisor/staff commitments

• Strong knowledge of grammar, spelling, punctuation, capitalization, and formatting

• Word processing automation proficiency (tables of contents, graph/database imports, glossaries, column alignment, automatic document notations, and form letters with mail merge)

• Experience operating standard office equipment (e.g., copiers, fax machines, electric typewriters)

• Effective oral and written communication

Benefits

A comprehensive U.S. government benefits package. Eligibility depends on position type (full-time, part-time, or intermittent).