Job summary

You will serve as a SECRETARY (OA) in the Executive Department of Training Squadron TWO (VT-2) of TRAWING FIVE.

Major duties

You will receive all visitors and telephone calls to the CO/XO and ascertains nature of call or business of visitors and determines appropriate action. You will refer important business and high ranking visitors to the Executive Officer or Commanding Officer; when that is not practical, take messages for their attention or make later appointments for visitors. You will keep the XO’s and CO’s calendar and schedule appointments and meetings upon own initiative based upon personal knowledge of CO/XO's workload and current issues of importance. You will remind CO/XO of appointments and brief the matters to be considered before the scheduled meeting, rescheduling appointments when it becomes apparent that CO/XO will not be able to meet previous schedules. You will be responsible for preparing and processing officer Fitness Reports (FITREPs) per current guidelines from higher authorities, notifying the Admin Officer, XO/CO of FITREPs coming due and notify appropriate department heads of due dates. You will aid in the Change of Command (CoC) process by assisting the CoC Coordinator, creating the invitations, maintaining the R.S.V.P. list, manage the administrative processes and assist the COC Coordinator with procedures and processes. You will assist with the Ombudsman transition for CoC, Commander, Navy Installations Command (CNIC) registration, coordinates training, resignation and appointment documentation, and provide program command support. You will respond to requests for information concerning squadron functions, prepare responses on schedule from source material, and anticipate the need for information and prepare material so that it is immediately available for supervisor's needs. You will arrange for meetings and conferences, including such matters as location, schedule, agenda, and attendance list, assembling background material for the CO/XO in preparation for meetings and/or conferences. You will review incoming correspondence, publications, regulations, and directives which may affect the Office, using initiative to obtain clarification of instructions from originating offices or appropriate focal points. You will assist Department Supervisors and key staff members in interpreting instructions and in establishing action required of them, briefing CO/XO or Department Heads on such activity, its results, and status. You will provide administrative guidance and assistance to squadron personnel as needed. You will organize the administrative flow process for the office, setting up filing systems, and records management processes while ensuring all Personally Identifiable Information (PII) and Controlled Unclassified Information (CUI) is protected. You will maintain control records on incoming correspondence and action documents and follows up on work in process to insure timely reply or action. You will review documents prepared for signature of or requiring coordination by the CO/XO for conformance with regulations, grammar, format in accordance with SECNAV Correspondence Manual 5216.5, and special policies of the Command. You will return communications to the originator for correction when not in conformance with known policies, or when correspondence regulations have not been followed. You will advise and instructs subordinate offices through discussions with originator to obtain higher degree of compliance with general Command policies. You will coordinate with Admin and DTS Clerk to make necessary arrangements for travel, arranging schedules of visits, reservations, notifying organizations and officials to be visited, and travel vouchers and reports for the CO/XO as appropriate. You will will ensure all sensitive data, to include Personally Identifiable Information (PII) and Controlled Unclassified Information (CUI), are maintained in confidence and in accordance with all applicable laws, policies, directives and guidance.

Qualification

Your resume must demonstrate at least one year of specialized experience at or equivalent to the (GS-04) grade level in the Federal service or equivalent experience in the private or public sector. Specialized experience must demonstrate the following: Providing administrative, clerical, and secretarial support to manage schedules, communications, and sensitive information while coordinating tasks, processes, meetings, and travel arrangements in order to ensure smooth operational functions and timely execution of responsibilities for a command team. Additional qualification information can be found from the following Office of Personnel Management website: https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/#url=List-by-Occupational-Series Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (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.

Education

In lieu of general/specialized experience, you may qualify with the following education or combination of both education and experience: Successful completion of 4 years above the high school level in any field. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. OR A combination of experience and education that adds up to 100 percent of the total requirement. For GS-5 level positions, only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. A transcript must be submitted with your application if qualifying using education. See Required Documents for additional information.

Evaluations

In order to qualify for this position, your resume must provide sufficient experience and/or education, knowledge, skills, and abilities to perform the duties of the specific position for which you are being considered. Your resume is the key means we have for evaluating your skills, knowledge, and abilities as they relate to this position. Therefore, we encourage you to be clear and specific when describing your experience. When the application process is complete, we will review your resume to ensure you meet the hiring eligibility and qualification requirements listed in this announcement. You will be rated based on the information provided in your resume and responses to the Occupational Questionnaire, along with your supporting documentation to determine your ability to demonstrate the following competencies: CLERICAL SUPPORT FUNCTIONS CORRESPONDENCE CUSTOMER SERVICE OFFICE AUTOMATION ORAL COMMUNICATION TRAVEL MANAGEMENT SUPPORT You should list any relevant performance appraisals and incentive awards in your resume as that information may be taken into consideration during the selection process. If selected, you may be required to provide supporting documentation. If after reviewing your resume and supporting documentation, a determination is made that you inflated your qualifications and/or experience, your score may be adjusted to more accurately reflect your abilities or you may be found ineligible/not qualified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment. All eligibility, qualifications, and time-in-grade requirements must be met by the closing date of this announcement.