Secretary (Office Automation)

Greenbelt, Maryland
Sep 13, 2019
Sep 14, 2019
Full Time


The Engineering and Technology Directorate, Mechanical Systems Division (Code 540) is looking for an individual to serve as the Associate Division Secretary. In this capacity, you will work on matters associated with the functioning of the office, providing day-to-day secretarial assistance by performing a wide variety of administrative, clerical and office automation duties.
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  • Serves as Associate Division Secretary by systematically evaluating and improving office operation for an extensive organization with varying functions performed in subordinate offices.
  • Utilize formal procedures to track the coordination of work performed outside of the organization.
  • Responsible for controlling the supervisor's calendar, scheduling meetings and appointments without prior approval.
  • Independently determine which staff members should attend meetings or represent the organization at conferences, based on the supervisor's view of such issues.
  • Rearrange appointments of persons with matters of importance as necessitated by circumstances.
  • Advise the supervisor of all changes, ensure that most significant commitments are met, and protected from over commitment and unnecessary or undesirable demands on time.
  • Lead subordinate secretarial staff, ensuring that the administrative and clerical services required for a smooth and efficient operation are provided.
  • Evaluate subordinate staff on how effectively organizational values are incorporated into their activities.
  • Provide leadership, guidance, training, and mentoring to other clerical personnel within the Division Office and the Division. Screen all personal visitors and telephone calls, and answer procedural or administrative questions.
  • Takes initiative and discretion to coordinate with subordinate supervisors to determine which staff members should receive technical inquiries, and follows up to ensure a timely response.
  • Serve on procedural committees and offer recommendations for, and assistance with, development and implementation of new secretarial and administrative procedures.
  • Review and screen all correspondence prepared for the supervisor's signature and brings those of significance to the supervisor's attention. Ensure clarity, completeness of reply, grammatical and procedural correctness.

Travel Required

Occasional travel - Travel may be required for training or other work-related duties

Supervisory status

Promotion Potential


Conditions of Employment

  • Position subject to pre-employment background investigation
  • A one-year probationary period may be required
  • Requires office automation skills and typing speed of 40 words per minute
  • Applicants must meet all qualification requirements by appointment date


Applicant must have one year of specialized experience equivalent to the next lower grade (GS-05) position, which has equipped the applicant with the particular competencies needed to successfully perform the duties of the position described above.

To Qualify for the GS-07:

One year of specialized experience is defined as experience implementing secretarial procedures and policies; serving as clerical liaison between supervisor and staff; scheduling and/or arranging meetings or conferences; reviewing and drafting correspondence, completing travel arrangements and preparing travel orders.

You must indicate your typing speed in your resume. If we cannot determine you meet the minimum typing speed, you will not be considered.


There are no education requirements for this position.

Additional information

Any applicant tentatively selected for this position may be required to undergo a pre-employment background investigation. Individuals who have special priority selection rights under the Agency Career Transition Assistance Program (CTAP) or the Interagency Career Transition Assistance Program (ICTAP) must be well qualified for the position to receive consideration for special priority selection. See 'How You Will Be Evaluated' for definition of well qualified. Federal employees seeking CTAP/ICTAP consideration must indicate their eligibility when applying for a position. The USAJOBS resume asks you to identify your ICTAP eligibility; the NASA Supplemental Information asks you to identify your CTAP eligibility. If you are selected for the position, you must be prepared to submit proof that you meet the requirements for CTAP/ICTAP. This includes a copy of the agency notice, a copy of their most recent Performance Rating and a copy of their most recent SF-50 noting current position, grade level, and duty location.

As a condition of employment, male applicants born after December 31, 1959, must certify that they have registered with the Selective Service System, or are exempt from having to do so under the Selective Service Law. In order to receive preference in hiring, you must clearly identify your claim for veterans preference on your resume.

NASA's Applicant Guide provides the information needed to assist you in determining whether or not you can claim 5 or 10 point veterans preference. You should not submit documents to prove your eligibility for veterans preference at this time. However, you must be prepared to submit proof of veterans preference (DD-214, and, if claiming 10-point preference, SF-15 plus proof required by that form) as requested by the Human Resources Office. Veterans preference will only be considered based on what is supported For instance, if you claim 10-point preference, but are only able to document 5-point preference, you will be considered accordingly. If you fail to provide the required documents within the stated time period, we may withdraw a job offer and/or remove you from further consideration.

Your USAJOBS account asks you to assign a name to each of your resumes. When you apply to a NASA position, we will show you the text of the resume you have submitted, but we do not maintain the name you have assigned to that resume. If you wish to keep track of that information, we recommend you make note of it at the time you apply.

Fair Employment Opportunities for Applicants
NASA Credit for National Service

Current Federal employees must meet three months after competitive appointment restrictions by the closing date of the announcement.

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

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

NASA uses an automated system (Resumix) that matches the competencies extracted from your resume to the competencies identified by the selecting official for the position. Based on the competencies you match, you are placed in one of three categories identified as 90, 80, or 70 pt. quality categories, which are defined as:

90 pt. Category - Tentatively meets (until subsequent confirmation upon referral) the basic qualification requirements identified in the vacancy announcement and has experience in the same or similar job that has demonstrated superior proficiency in the primary requirements of the position.

80 pt. Category - Tentatively meets (until subsequent confirmation upon referral) the basic qualification requirements identified in the vacancy announcement and demonstrates satisfactory proficiency in the primary requirements of the position.

70 pt. Category - Fails to meet criteria described in the 80 pt. category.

Additional application guidance is available in NASA's Applicant Guide .

Information for Veterans : The Category Rating Process protects the rights of veterans by placing them ahead of non-preference eligibles within each category. Preference eligibles who meet qualification requirements and have a compensable service-connected disability of at least 10 percent must be listed at the top of the highest quality category, except when the position being filled is scientific or professional at the GS-09 grade level or higher.

For the purpose of the Career Transition Assistance Program (CTAP) and the Interagency Career Transition Assistance Program (ICTAP), candidates rated in the top quality category are considered well-qualified.

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 'Received'. If your status is 'Application Status Not Available', 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.

Background checks and security clearance

Security clearance
Not Required

Drug test required

Required Documents

NASA's application process has been specifically developed to ensure that we only ask you for the information we absolutely need to evaluate your qualifications and eligibility. In order to apply for this position, you only need to submit your resume and answer the screening questions and supplemental information. No additional documentation is accepted at the time of application. (For example you need not submit narrative 'KSA' statements; they are not required and will not be evaluated.) In this way we allow you to focus on preparing a resume that best describes your background and abilities. For assistance in preparing your resume, consult the Applicant Guide . Nothing further is required until requested by the Human Resources Office. At that point, we may ask you to submit documentation to support statements made in your resume. For example, we may ask you to provide academic transcripts or proof of Federal employment status. If you are claiming veterans' preference, we may ask you to submit proof of veterans preference (DD-214, and, if claiming 10-point preference, SF-15 plus proof required by that form). If you fail to provide the required documents within the stated time period, we may withdraw a job offer and/or remove you from further consideration.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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