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Secretary (Warden's Secretary)

Expired Job

Bureau Of Prisons New York , NY 10007

Posted 4 months ago

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HelpDuties Summary

Why work for the Federal Bureau of Prisons?

You can have a meaningful career with an agency that truly values a diverse workforce. You will find a diverse workforce employed from entry level jobs to senior management positions.

We protect public safety by ensuring federal offenders serve their sentences of imprisonment in facilities that are safe, humane, and provide reentry programming. Employees at correctional facilities perform correctional work regardless of their specific occupation.

Learn more about this agency

Responsibilities

Incumbent receives, distributes, and routes incoming/outgoing correspondence, screens material prior to distribution to the appropriate person and establishes suspense due dates. Maintains supervisor's calendar, takes request for appointments with supervisor and staff. Resolves conflict in schedules on own initiative whenever feasible.

Based upon the information provided by the supervisor concerning the purpose of the conference/meeting and people to attend, makes necessary arrangements for conferences, including space, time, contacting people, and other matters; assembles background material for the supervisor, attends meetings, and reports on the proceedings. Incumbent is responsible for the preparation in draft and/or final form of material such as, memoranda, letters, and reports.

Maintains subject matter files and records that relate to the Warden's office. Sets up and maintains logs showing the status of actions and correspondence. Ensures that files include all required documents and that all documents are properly signed.

Performs a variety of administrative support duties, such as, taking and transcribing meeting minutes, copying and filing, and appropriate disposal of sensitive documents. Composes complex but nontechnical correspondence, locating and assembling information for various reports, briefings, conferences, etc., following up with staff members to ensure that various commitments made at conferences and meetings are met.

Attends meetings and records minutes. Check reports for conformance to formats and procedural requirements. Incumbent has responsibility for correct punctuation, spelling, grammar, typographical errors and attachment of necessary materials. Within established parameters, incumbent may sign routine correspondence, draft and/or complete replies to general or routine inquiries in accordance with a given format.

Along with all other correctional institution employees, incumbent is charged with responsibility for maintaining security of the institution. The staff correctional responsibilities precede all others required by this position and is performed on a regular and recurring basis.

Travel Required

Occasional travel - Travel may be required for training and/or work related issues.

Supervisory status

No

Promotion Potential
08

  • Job family (Series)
    0318 Secretary

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  • Requirements

HelpRequirements Conditions of Employment

  • U.S. Citizenship is Required.

  • See Special Conditions of Employment Section.

The Career Transition Assistance Plan (CTAP) provides eligible surplus and displaced competitive service employees in the Department of Justice with selection priority over other candidates for competitive service vacancies. If your Department of Justice component has notified you in writing that you are a surplus or displaced employee eligible for CTAP eligibility, you may receive selection priority if: 1) this vacancy is within your CTAP eligibility; 2) you apply under the instructions in this announcement; and 3) you are found well qualified for this vacancy.

To be well qualified, you must satisfy all qualification requirements for the vacant position and score 85 or better on established ranking criteria. You must provide a copy of your written notification of CTAP eligibility with your application. Additional information about CTAP eligibility is at: Click Here

Qualifications

To be considered for the position, you must meet the following qualification requirements:

Education

GL-08: As a general rule, education is not creditable above GL-05 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position.

NOTE: If you are using education to qualify, you MUST provide legible transcripts to receive consideration. Transcripts must include identifying information to include School Name, Student Name, Degree and Date Awarded (if applicable). All academic degrees and coursework must be completed at a college or university that has obtained accreditation or pre-accreditation status from an accrediting body recognized by the U.S. Department of Education. For a list of schools that meet this criteria, Click Here. Transcripts MUST be received by the Consolidated Staffing Unit by the closing date of the vacancy announcement. (If you are selected for this position based upon your education, you will be required to provide an OFFICIAL transcript prior to your first day on duty.)

For information regarding foreign education requirements, please see the Recognition of Foreign Qualifications at the U.S. Department of Education website: Recognition of Foreign Qualifications

OR

Experience

GL-08: One year of specialized experience that equips you with the qualifications to successfully perform the duties of the position.

You may have gained this experience in a full-time secretary, management assistant, personnel assistant, legal assistant, administrative assistant, executive secretary, and/or other similar positions where you worked in a complex organization providing administrative and secretarial support. You must have at least one year of specialized experience equivalent to the GL-07 level in federal service.

Some examples of this qualifying experience are:

  • Experience screening telephone calls and visitors to the office, referring to staff members and forwarding to the supervisor only those calls or visitors requiring that person's attention. Scheduling appointments and making commitments for the supervisor to attend meetings, luncheons, etc, without prior approval.

  • Experience reading all incoming correspondence, determining proper action, at times preparing answers before referring to the supervisor. Reviewing outgoing correspondence and reports prepared by professional employees in the organization, ensuring proper format, mathematical correctness, correct grammatical content, and ascertaining that all necessary coordination of facts has been completed and is in accordance with established policy.

  • Experience explaining non-technical policies and procedures promulgated by the office after obtaining clarification from source, making recommendations and decisions in establishing priorities among actions on administrative matters requested by various employees or organizations.

  • Experience managing an office budget, taking and distributing minutes of meetings, instructing and assists other secretaries on procedural matters such as the correct procedures to follow in preparing correspondence and preparing correspondence for the supervisor's signature.

Credit will be given for paid and unpaid experience. To receive proper credit, you must show the actual time (such as the number of hours worked per week) spent in activities.

Your eligibility for consideration will be based on your responses to the questions in the application.

Education



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Secretary (Warden's Secretary)

Expired Job

Bureau Of Prisons