SECRETARY (OFFICE AUTOMATION)

SECRETARY (OFFICE AUTOMATION)

Department: Department of the Air Force

Location(s): Langley AFB, Virginia

Salary Range: $56151 - $73001 Per Year

Job Summary: Click on "Learn more about this agency" button below to view Eligibilities being considered and other IMPORTANT information. The primary purpose of this position is: To serve as the principal office assistant performing various administrative and clerical duties in support of Manpower, Personnel and Services, etc. Maintains complex calendars for the Director, Deputy Director, etc., scheduling and arranging the supervisor's travel, and performing related office automation duties.

Major Duties:

• Maintains the Director's, Deputy Director's, and Division Chief Enlisted Manager's daily calendars, making appointments and arranging meetings based on a personal knowledge of their schedules and current issues Calendar maintenance is complicated by the Director, Deputy Director and Division Chief Enlisted Manager's senior roles in the organization and the level of the people requesting appointments. Schedules appointments without prior approval but fully coordinates with supervisors to ensure conformance with priorities and to resolve unusual situations. Uses appropriate electronic scheduling tools (software). As required, attend meetings and presentations to the Director, as well as conferences held by the Director to transcribe proceeding and necessary documents changes. In this capacity, time is of the essence. Takes and transcribes verbatim telephone calls often involving two or more parties, takes and transcribes offices conferences and makes verbatim or summary notes available to conferees and/or interested staff members. Reviews and processes incoming and outgoing correspondence, to the Director and determines which correspondence will be brought to the attention of the Director. Refers the remainder to the Staff or prepares appropriate replies. Review all outgoing correspondence from the Division for consistency with policy preference, and style referred to appropriate staff, rerouted to other organizations/offices, or handled personally. Prepare a wide variety of recurring and non-recurring personal and executive correspondence, reports, and other documents from information obtained from staff, files, and other sources. Routinely composes non-technical correspondences such as requests for information, letters of acknowledgement, letters of appreciation or commendations, or personal letters for the Director or Deputy Director. Develops standards or forms letters for responding to inquiries requests for information. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. Based upon detailed knowledge of the organization and its programs and operations, determines appropriate action. When supervisor is not available, determines whether important business and high-ranking calls and visitors should be referred to another staff member or delayed until supervisor is available, taking telephone messages or making later appointments as appropriate. Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the Director's signature. Develops, establishes, updates, and maintains office procedures and records/files of various types to ensure effective and efficient operation of the office.

Qualifications: In order to qualify, you must meet the experience requirements described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Clerical and Administrative Support Positions. SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower grade GS-07, or equivalent in other pay systems. Examples of specialized experience includes knowledge of the duties, priorities, commitments, policies, and program goals of the organization sufficient to perform nonroutine assignments, such as independently noting and following-up on commitments made at meetings/conferences; shifting clerical staff in subordinate offices to respond to fluctuating workloads; advising other clerical staff on preparing correspondence, requirements for various reports, and interpreting new instructions and procedures; or locating and summarizing information from files and documents that requires recognizing which information is or is not relevant to the problem at hand. FEDERAL TIME-IN-GRADE (TIG) REQUIREMENT FOR GENERAL SCHEDULE (GS) POSITIONS: Merit promotion applicants must meet applicable time-in-grade requirements to be considered eligible. One year at the GS-07 level is required to meet the time-in-grade requirements for the GS-08 level. TIG applies if you are in a current GS position or held a GS position within the previous 52 weeks. NOTE: Applicants applying as VEOA candidates who are current GS civil service employees or are prior GS civil service employees within the past 52 weeks must also meet time-in-grade requirements. KNOWLEDGE, SKILLS AND ABILITIES (KSAs): Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities and/or competencies in the following areas: Knowledge of extensive rules, procedures, or operations applied to secretarial and clerical assignments to perform the procedural and administrative work of the office, such as preparing and editing documents, maintaining files/records, making and preparing travel arrangements, locating, assembling and composing information for various reports, inquiries, and nontechnical correspondence. Knowledge of office functions and commitments of supervisor and staff to prepare and review correspondence, to screen telephone calls and visitors, to maintain supervisor's calendar, and to perform other substantive or administrative work of the organization. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit writtencorrespondence and reports. Knowledge of various office automation software programs, tools, and techniques to support office operations and produce avariety of documents such as letters, reports, spreadsheets, databases, and graphs. Skill in typing; a qualified typist is required. Ability to communicate effectively, both orally and in writing. PART-TIME OR UNPAID EXPERIENCE: Credit will be given for appropriate unpaid and or part-time work. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week. VOLUNTEER WORK EXPERIENCE: Refers to paid and unpaid experience, including volunteer work done through National Service Programs (i.e., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student and social). Volunteer work helps build critical competencies, knowledge and skills that can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

How to Apply: The complete Application Package must be submitted by 11:59 PM (ET) on 12/26/2025 To preview the Application Questionnaire, please click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/12855938 To begin the process, click the Apply Online button to create an account or log in to your existing USAJOBS account. Follow the prompts to complete the application questionnaire. Please ensure you click the Submit My Application button at the end of the process. To apply for this position, you must provide a complete Application Package which includes: 1. Your Resume. If you submit more than one resume, only the most recent will be reviewed. The "most recent" is considered the resume with the latest timestamp. Resumes may not exceed two pages. The two-page resume ensures the most relevant experience is reviewed and considered, which is a common practice in both the public and private sectors. Resumes exceeding two pages will be removed from consideration. Additional information on how to complete or update your resume may be located here. For qualification determination your resume must contain hours worked per week and dates of employment (i.e., month/year to month/year or month/year to present). If your resume does not contain this information, your application may be marked as insufficient, and you will not receive consideration for this position. If you are a current Federal employee or previous Federal employee, provide your pay plan, series and grade, i.e. GS-0301-09. Current Federal Civilian Employees may list any relevant performance related rating (given within the last three years) and/or incentive awards in your resume. Do NOT include photographs, inappropriate material, inappropriate content, nor personal information such as age, gender, religion, social security number, etc., on your resume. If the resume you submit contains such information you will not be considered for this vacancy. Your name, first and last, MUST be included on your resume. 2. A complete Application Questionnaire 3. Additional Required Documents (see Required Documents section). Ensure all submitted documents contain your full name. 4. Help recruiters find you. Make your resume and profile searchable, which means recruiters may contact you about possible jobs. Additional information may be located here. PLEASE NOTE: It is the applicant's responsibility to verify that information entered and/or uploaded, (i.e., resume) is received, accurate, and submitted by the closing date. You may verify your documents have been processed with your application package successfully. You can access your USAJOBS account to do so by clicking here. Uploaded documents may take up to one hour to clear the virus scan. Human Resources WILL NOT modify or change any answers submitted by an applicant.

Application Deadline: 2025-12-26