Secretary (Office Automation) GS-318 6/7/8


Vacancy ID: 739140   Announcement Number: PH-12-RH-739140   USAJOBS Control Number: 325599700

Social Security Number

Enter your Social Security Number.  Providing your Social Security Number is voluntary, however, we can not process your application without it.


Vacancy Identification Number

Enter 739140


1. Title of Job

Enter Secretary (Office Automation) GS-318 6/7/8


2. Biographic Data

3. E-Mail Address

4. Work Information

5. Employment Availability

6. Citizenship

Are you a citizen of the United States?
7. Background Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

8. Other Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

9. Languages

If you are applying by the OPM Form 1203-FX, leave this section blank.

10. Lowest Grade

Enter the lowest grade level (06-08) you will accept.


06
07
08

11. Miscellaneous Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

12. Special Knowledge

If you are applying by the OPM Form 1203-FX, leave this section blank.

13. Test Location

If you are applying by the OPM Form 1203-FX, leave this section blank.

14. Veteran Preference Claim

15. Dates of Active Duty - Military Service

16. Availability Date

You may omit the availability date if you can begin work immediately.  Otherwise, you must provide the date you will be available for employment.  Please use this format:  (mm/dd/yyyy)


17. Service Computation Date

If you are applying by the OPM Form 1203-FX, leave this section blank.

18. Other Date Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

19. Job Preference

If you are applying under Merit Promotion procedures, please select one of the following:


01 I am a current Federal employee serving under a career or career-conditional appointment in the competitive service or I am a former Federal employee with reinstatement eligibility.
02 I am a preference veteran or I have been separated from the armed forces under honorable conditions after 3 years or more of continuous service AND I am not a current or former Federal employee.
03 I am eligible for a non-competitive appointment based on eligibility under the Veterans Readjustment Authority. (Note: This is only applicable for positions up to the GS-11 or equivalent level).
04 I am eligible for a non-competitive appointment based on a current disability.
05 I am a Former Peace Corps Appointee or I am eligible for another type of non-competitive appointment.
06 I do not meet any of the above.

20. Occupational Specialties

Select the Occupational Specialty Code that identifies how you would like to receive consideration for this position. Applicants requesting consideration as a merit promotion, Schedule A, or non-competitive eligible candidate must include the appropriate required supporting documents with their application package. 

 

The Specialty code(s) for this position are 001 and 002.  Please note that you must select at least one specialty code but may select multiple codes if desired.  Each code is defined below:

 

001 - Merit Promotion.  This includes current Federal employees who serve under a competitive career or career-conditional appointment in the competitive service, reinstatement eligibles (former Federal employees who served under a career appointment in the competitive service) and VEOA eligibles (veterans with preference and veterans who have been honorably discharged and substantially completed at least 3 years of continuous active duty service.  You must provide qualifying documentation (i.e. - SF-50, performance appraisal and/or veterans documentation).

 

002 - Non competitive and Special Hiring Authorities.  This includes applicants who are eligible for non competitive or special appointment authorities such as: 30% or more compensably disabled veterans, Veterans' Recruitment Appointment (VRA - for position at GS-11 and below), and persons with disabilities (Schedule A), military spouse preference, Federal employees in excepted position covered under an interchange agreement, and other eligible special hiring authorities (such as Peace Corps, Boren Fellows, etc.).  This also includes applicants who previously held, or currently hold, this position and grade with the same promotion potential as announced this 739140.  For more information about special hiring authorities, visit:  http://www.opm.gov/hr_practitioners/lawsregulations/appointingauthorities/index.asp.  You must provide qualifying documentation for a non competitive or special hiring authority.


001 Competitive (All U.S Citizens)
002 Merit Promotion (Status Candidates)
003 Schedule A
004 Non Competitive

21. Geographic Availability

The geographic location code will be selected for you if there is only one, otherwise, select/enter at least one geographic location in which you are interested and will accept employment.  The location code for this position is:


99MTRO012 Washington DC Metro Area, DC

22. Transition Assistance Plan

23. Job Related Experience

If you are applying by the OPM Form 1203-FX, leave this section blank.

24. Personal Background Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

25. Occupational/Assessment Questions:

1. Please select the response below that best indicates your experience in relation to the minimum qualifications for the GS-06 level.

A. I possess one year of experience equivalent to at least the GS-05 level in the Federal Service maintaining office attendance records or scheduling; making arrangements for meetings; typing correspondence using correct grammar, punctuation and format; screening incoming correspondence; receiving phone calls or visitors; and filing office documents.

B. I do not possess the experience as described above.

2. Please select the response below that best indicates your experience in relation to the minimum qualifications for the GS-07 level.

A. I possess one year of experience equivalent to at least the GS-06 level in the Federal Service maintaining and scheduling appointments or meetings for management; preparing agendas or other background materials for meetings; proofreading outgoing correspondence to ensure correct grammar, spelling, and formatting errors; typing final draft of correspondence and reports; reviewing incoming documentation to determine the appropriate action; providing receptionist services; and maintaining an office filing system.

B. I do not possess the experience as described above.

3. Please select the response below that best indicates your experience in relation to the minimum qualifications for the GS-08 level.

A. I possess one year of specialized experience, equivalent to at least the GS-07 level in the Federal service creating presentations, reports, memos, and briefings on own initiative, based on the knowledge of the supervisors views and needs; editing documents or correspondence to ensure proper use of grammar, spelling, and syntax; maintaining an office calendar, including independently scheduling appointments for staff; arranging travel for staff, including booking transportation and accommodations; procuring supplies and services for an office using established procedures; screening incoming calls and visitors to determine the nature of their visit and the appropriate party to which to direct their inquiry; and providing advice and guidance to staff on administrative matters to staff.

B. I do not possess all of the experience described above.

4. Are you able to type 40 words per minute with three or fewer errors in a five minute sample?

A. Yes, I can.
B. No, I cannot.

In this part, you will respond to questions about experiences you have had that are related to the requirements of the job for which you are applying. Carefully review the response descriptions listed below. For each question or statement, select the one response description that best describes your experience, education, or training.

A- I have not had education, training or experience in performing this task.
B- I have had education or training in performing the task, but have not yet performed it on the job.
C- I have performed this task on the job. My work on this task was monitored closely by a supervisor or senior employee to ensure compliance with proper procedures.
D- I have performed this task as a regular part of a job. I have performed it independently and normally without review by a supervisor or senior employee.
E- I am considered an expert in performing this task. I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.

5. Schedule or reassign clerical staff to ensure administrative needs of an office are covered when priorities or workload changes

6. Prepare travel and/or transportation arrangements for staff

7. Provide advice to staff on new or revised administrative policies and procedures

8. Use office automation software (word processing, database management, electronic spreadsheet, electronic mail, electronic calendar) for composing, drafting and finalizing documents, accessing files, formatting reports, tracking time and attendance, and creating directories and logs.

9. Screen phone calls/visitors to direct the individual to the appropriate party for resolving the inquiry

10. Schedule appointments for supervisor which includes establishing, rescheduling or refusing appointments, and accepting or declining invitations to meetings.

11. Set up material and conference room in preparation for meetings

12. Process requisitions for services or supplies according to established procurement procedures

13. Reconcile office credit card against monthly statements in accordance with established procedures

14. Develop procedures for the handling of day-to-day administrative matters in an office

15. Maintain administrative files to ensure materials are current and correct

16. Develop tracking system to ensure recurring reports are completed on time

17. Track correspondence to ensure deadlines/suspense dates are met

18. Conduct legal research to assist staff in responding to technical questions

19. Organize filing systems to ensure the access and storage of office documents.

20. Schedule conferences to include space time, contacting people, and sending out notices.

21. Research information or data to compile into correspondence, reports or summaries

22. Track incoming and outgoing office information or correspondence

23. Proofread and edit outgoing correspondence to ensure the use of proper grammar, spelling, and punctuation

24. Review correspondence to ensure compliance with organizational procedures and proper formatting

25. Write tracking or other administrative/management reports in final form for submission to management

26. Write reports based on general instructions from supervisor and/or summaries of information in office files and documents

27. Assemble background or other pertinent materials for use at briefings and conferences

28. Summarize meeting proceedings to prepare written minutes for distribution to meeting participants

29. Use software to create graphics for publications, including presentations and/or briefing books

30. Prepare final draft of correspondence, forms or reports to incorporate proper spelling, grammar and format

31. Design forms or charts used in documents, reports or summaries

32. Respond in writing to requests for information

33. Communicate verbally with others in order to exchange substantive information regarding such matters as rules, procedures, regulations, programs or benefits.

34. Inform staff of commitments made by and views of supervisor/manager.

35. Act as liaison between supervisor and administrative office.

36. Train other clerical staff on office policies and procedures.

37. Contact organizations or individuals to resolve problems in schedules, deliveries or commitments for goods or services.

38. Represent clerical staff at meetings.

39. Your responses to this Questionnaire are subject to evaluation and verification based on the documents and references you submit. Later steps in the selection process are specifically designed to verify your answers. Deliberate attempts to falsify information may result in your score being adjusted negatively, disqualification from consideration or dismissal from employment following acceptance.

Please review your answers to ensure accuracy. By agreeing to the statement below, you are confirming that you:

- understand this warning
- have reviewed your responses to this questionnaire for accuracy, and
- verify that your responses accurately describe your current level of education (if applicable), experience and capability.

Failure to agree to the statement below (answer A) will withdraw your application. You WILL NOT be considered for this position.

A. Yes, I verify that all of my responses to this questionnaire are true and accurate. I accept that if my supporting documentation and/or later steps in the selection process do not support one or more of my responses to the questionnaire that my application may be rated lower, removed from further consideration, or, after acceptance of the position, I may be dismissed from employment.

B. I no longer wish to be considered for this position. Please withdraw my application.