SECRETARY (OFFICE AUTOMATION)

$44,117 - $57,354/Yr

United States Air Force - Moody Air Force Base, GA

Part-time,Full-time - Entry Level

Onsite - Moody Air Force Base, GA

National Security and International Affairs

About the position

The primary purpose of this position is to serve as the principal office assistant performing various administrative and clerical duties in support of the organization. The Secretary (Office Automation) will perform office automation support using multiple automated programs and software such as databases, spreadsheets, and graphics to assist in administrative and clerical work. This role is essential in ensuring the smooth operation of the office by managing correspondence, scheduling, and maintaining records. In this position, the Secretary will prepare a wide variety of recurring and nonrecurring correspondence, reports, and other documents, reviewing and finalizing correspondence/documents prepared by others in handwritten or electronic drafts. The Secretary will compose and sign correspondence of a non-technical nature in the supervisor's name or in their own name as secretary. They will also review and process incoming and outgoing correspondence, materials, publications, regulations, and directives, screening incoming mail to identify what needs to be brought to the attention of the supervisor or referred to appropriate staff. The Secretary will maintain the supervisor's calendar, coordinate meeting arrangements, and schedule meetings and/or conferences. They will independently plan and perform complex office automation duties requiring different approaches and methods from one assignment to another, such as using different software packages to edit lengthy and complicated reports, collect, select, organize, and provide information, track the status of various projects, and resolve incompatibility problems in transferring text from one software package to another. This position requires a high level of organization, attention to detail, and the ability to communicate effectively with various stakeholders.

Responsibilities

• Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents.
• Reviews and finalizes correspondence/documents prepared by others in handwritten or electronic drafts.
• Composes and signs correspondence of a non-technical nature in the supervisor's name or in own name as secretary.
• Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives.
• Screens incoming mail to identify what needs to be brought to the attention of the supervisor or referred to appropriate staff.
• Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits.
• Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences.
• Schedules appointments and meetings without prior approval in accordance with supervisor's policies and priorities.
• Establishes, updates, and maintains office procedures and records of various types that may assist in the efficient operation of the office.
• Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex forms.

Requirements

• Must be a U.S. Citizen.
• Must be able to type 40 words per minute (WPM).
• At least one (1) year of specialized experience at the GS-05 level or equivalent in other pay systems.
• Knowledge of extensive rules, procedures, operations, functions, and commitments applied to secretarial and clerical assignments.
• Knowledge of correct grammar, spelling, punctuation, capitalization, and formatting to accurately prepare and edit written correspondence and reports.
• Knowledge of various office automation software programs, tools, and techniques to support office operations.

Nice-to-haves

• Experience with federal government administrative procedures.
• Familiarity with military or defense-related operations.

Benefits

• Comprehensive benefits package as a federal employee.
• Access to a range of benefits designed to make your federal career rewarding.