Job summary

THIS IS A NATIONAL GUARD TITLE 5 EXCEPTED SERVICE POSITION. This National Guard position is for a SECRETARY (OA), Position Description Number T5100000 and is part of the OH CoS Command Admin Office, National Guard. The primary purpose of this position is to serve as the principal office assistant, performing various administrative and clerical duties in support of the supervisor and may support the deputy or #2 official.

Major duties

As a SECRETARY (OA), GS-0318-7, you will perform the following duties: 1) Prepares a wide variety of recurring and nonrecurring personal and executive correspondence, reports, and other documents from information obtained from the staff, files, and other sources. Routinely composes non-technical correspondence, such as office procedures, requests for information concerning the organization's programs, letters of acknowledgment, commendation, or notification. Develops standard or form letters for responding to inquiries and requests for information. Prepares one-of-a-kind reports from information in various documents, reading correspondence and reports to identify relevant items. 2) Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Independently consolidates and finalizes information for various reports in accordance with established reporting procedures and informs supervisor of important matters and deadlines. Anticipates need for information, gathers and summarizes information from files, and prepares material/documents for supervisor's use in responding to inquiries, recognizing which information is, or is not, relevant to issue at hand. Explains reporting requirements and arranges with subordinate officials for the collection and submission of data. Signs routine correspondence of a non-technical nature in the supervisor's name or in own name as secretary to the supervisor. 3) Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the Commander's signature. Receives and screens all publications, regulations, and directives directed to the Commander and brings to the Commander's attention those elements affecting the Commander's area of jurisdiction; specifically indicating procedural changes and furnishing all related materials. Screens incoming mail to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally. Establishes and monitors suspense dates and brings to supervisor's attention those that cannot be met by requested date or when there is a conflict. 4) Consolidates reports submitted by subordinate units and reviews outgoing correspondence prepared by others for procedural and grammatical accuracy, conformance with general policy, and factual correctness. Advises the writer of any deviations or inadequacies. Responsible for extensive, formal internal and external coordination of the work of the office with the work of other offices and recognizes the need for such coordination in various circumstances. Advises secretaries in subordinate organizations concerning such matters as the information to be provided by the subordinate organizations for use in conferences or reports. 5) Receives telephone calls, greets visitors and ascertains the nature of the calls or visits, screening those that can be handled without supervisor's help. Places both local and long distance calls for Commander or staff personnel. Monitors visitors including general officers, distinguished Air Force and Department of Defense (DoD) visitors, members of Congress and Congressional representatives, foreign dignitaries, high ranking personnel from other government agencies, and to the general public and reports such visits to the Commander. Based on detailed knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office. Personally handles many matters and answers substantive non-technical requests for information which can be provided based on information from records and files or personal knowledge of the organization. Receives requests for information, advises when the material can be furnished, and provides status of reports, suspense dates for matters requiring compliance, and similar information. Determines which of established alternatives to use to resolve complaints/problems. Provides follow-up on requests for information. 6) 4. Performs other duties as assigned. *The above duty description does not contain all details of the official position description. A copy of the entire position description can be found on FASCLASS by searching the position description PD#: (T5100000). https://acpol2.army.mil/fasclass/search_fs/search_fasclass.asp

Qualification

GENERAL EXPERIENCE: Progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. SPECIALIZED EXPERIENCE: - 1 year experience equivalent to at least next lower grade level that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled.

Evaluations

Once the announcement has closed, your resume and supporting documentation will be used to determine if you meet the qualifications listed on this announcement. If you are minimally qualified, your resume and supporting documentation will be compared to your responses on the assessment questionnaire to determine your level of experience. If you rate yourself higher than is supported by your application package, your responses may be adjusted and/or you may be excluded from consideration for this position. If you are found to be among the top qualified candidates, you will be referred to the selecting official for employment consideration. Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics): Attention to Detail Customer Service (Clerical/Technical)