Secretary (Office Automation)

Employer
USAJobs
Location
Washington D.C.
Posted
Aug 09, 2017
Closes
Aug 17, 2017
Function
Administrative
Hours
Full Time
JOB SUMMARY:

About the Agency

The Applied Engineering and Technology Directorate (AETD), Software Engineering Division (Code 580) is seeking a motivated individual to serve as an Associate Division Secretary. You will be responsible for providing day-to-day secretarial assistance, clerical and office automation duties, and assist at the Directorate level when needed.

COMMENTS:

YOU MUST INDICATE YOUR TYPING SPEED IN YOUR RESUME. IF WE CANNOT DETERMINE YOU MEET THE MINIMUM TYPING SPEED, YOU WILL NOT BE CONSIDERED.

Please be sure to review your resume on the 'Review tab' by clicking on 'Your Resume.' Ensure that the correct copy of the resume you have selected has been transferred from your USAJOBS account. If you fail to validate the information in your resume, you may not be appropriately evaluated for this position. Also, please be sure to review and complete the Supplemental Information questions.

To receive consideration, you must submit a resume and answer NASA-specific questions. The NASA questions appear after you submit your resume and are transferred to the NASA web site. If you successfully apply, USAJOBS will show your application status as 'resume received - complete.' If your status is 'Application Started,' you have not successfully applied. Do not rely on a USAJOBS email to confirm successful application. Only an email from NASA confirms a successful application.

As identical vacancies are identified, additional selections may be made.

If you are an individual with a disability and have questions regarding the Federal special hiring authorities for individuals with disabilities or would like to request a reasonable accommodation for the application or hiring process, please contact the Disability Program Manager by email at gsfc-disability-programs@mail.nasa.gov. Goddard Space Flight Center offers a wide array of reasonable accommodations and programs for individuals with disabilities including onsite sign language interpreters, readers, and is a participating agency with the Computer Electronics Accommodations Program.

(NOTE: For additional information for job seekers with disabilities, please copy and paste the following address into your browser: https://www.opm.gov/policy-data-oversight/disability-employment/hiring/)


KEY REQUIREMENTS:
  • Occasional travel may be required.
  • A one-year probationary period may be required
  • Position subject to pre-employment background investigation
  • Requires office automation skills and typing speed of 40 words per minute
  • You must have one year of specialized experience equivalent to the next lower grade level, which has equipped you with the particular competencies needed to successfully perform the duties of the position described above.

    To qualify for the GS-6 grade level, applicants must have one year specialized experience at the next lower grade level (GS-5). Specialized experience is experience utilizing office automation applications to maintain a supervisor's calendar, schedule meetings, prepare travel authorizations and vouchers, purchase supplies, screening telephone calls and visitor requests.

    To qualify for the GS-7 grade level, applicants must have one year specialized experience at the next lower grade level (GS-6). Specialized experience is experience utilizing office automation applications to maintain supervisor's and other's calendars, schedule meetings, prepare travel authorizations and vouchers, purchase supplies, serving as liaison between a supervisor and subordinate units; screening telephone calls and visitor requests; and reviewing non-technical materials prepared by others for grammar, punctuation, spelling and clarity of expression.

    Please list your General Schedule (GS) equivalency on your resume for every federal position you have held.

    Under Executive Order 11935, only United States citizens and nationals (residents of American Samoa and Swains Island) may compete for civil service jobs.

    Not Applicable


    DUTIES:

    The duties described below are for the full-performance level. At developmental grade levels, assignments will be of more limited scope, performed with less independence and limited complexity.

    As the Associate Division Secretary, you will manage office operations; maintain the supervisor's calendar and independently schedule appointments, training sessions and conferences; and coordinate with subordinate supervisors to ensure that key staff members are present at meetings and briefs the participants before meetings occur.

    You will carry out administrative and clerical support functions, coordinating with subordinate units to implement office procedures throughout the organization; use knowledge of assigned programs, priorities, goals, and objectives to identify workflow problems or other situations that have a negative impact on organizational efficiency and recommend changes to rectify the problems; serve as liaison between the supervisor and subordinate units, answering questions concerning procedures related to procuring supplies and office services; screen all telephone calls and visitor requests, answer many procedural questions with personal knowledge of program activities; prepare document availability authorization (DAA) packages; and
    independently compose non-technical correspondence and reports from oral instructions, information obtained from files and data obtained from staff members.

    In addition, you will prepare routine responses that address clerical and administrative issues; review nontechnical materials prepared by others for grammar, punctuation, spelling and clarity of expression; carry out special projects such as assembling reports and publications into a finished, comprehensive document; develop background information and prepare outlines for the supervisor's public speaking engagements, papers, correspondence and reports; use automated tools to prepare graphics and overheads for presentations.