Secretary (Office Automation)

Department Of Agriculture Little Rock , AR 72215

Posted 2 months ago

  • Duties

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Duties

Summary

This position is located in the Arkansas NRCS State Office. The incumbent serves as secretary to the State Conservationist by performing secretarial, administrative and miscellaneous clerical duties necessary to support the State Conservationist's office which includes public relations activities, field liaison, planning meetings and conferences, scheduling, and controlling correspondence.

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Responsibilities

  • Schedules appointments and conferences without prior approval when the situation warrants. Arranges conferences for the staff that includes preparing agendas, notifying participants, arranging lodging and meeting space, etc.

  • Coordinate and provide assistance during in-person/face-to-face meetings as well as virtual meetings using software such as Zoom, Teams, Skype, or other video teleconferencing (VTC) systems.

  • Attends meetings as requested by the supervisor to keep informed and assist the State Conservationist as needed. Keep notes for future follow-up as appropriate.

  • Screen calls and visitors, answering questions as appropriate and refers call and visitors to appropriate staff and follow up with staff to ensure assignments are completed.

  • Types and composes correspondence, forms, reports using a variety of automation systems and including a variety of terminology. Is responsible for the proper spelling, grammar, formatting, clearances, and arrangement of material and correspondence.

  • Maintains directories of key contacts for use by the State Conservationist. Checks supervisor's e-mail and route as appropriate. Organizes and maintain files and records, manuals, handbooks, and other related material.

  • Develops, analyzes, evaluates and implements internal policy and procedures regarding office management to ensure a consistent and efficient flow of work.

  • Makes necessary arrangements for travel, notifying organizations to be visited, keeping in touch with supervisor enroute, writing follow up correspondence after the supervisor's return, and preparing/submitting travel vouchers and reports.

  • Monitors supervisor's budget to ensure funds are available for official travel and confer with the State Conservationist on possible short fall of these funds.

  • Maintain good working relations with internal staff and with organizations such as the Association of Conservation Districts, Supervisors, and other local, Federal and State agencies.

Travel Required

Occasional travel

  • You may be expected to travel for this position.

Supervisory status

No

Promotion Potential

None

  • Job family (Series)

0318 Secretary

  • Requirements

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Requirements

Conditions of Employment

  • You must be a US Citizen or US National.

  • Males born after 12/31/1959 must be Selective Service registered or exempt.

  • Subject to satisfactory adjudication of background investigation and/or fingerprint check.

  • Successful completion of one-year probationary period, unless previously served.

  • Direct Deposit

  • Per Public Law 104-134 all Federal employees are required to have federal payments made by direct deposit to their financial institution.
  • Successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit E-Verify at https://www.e-verify.gov/.

  • Must possess and maintain a valid state motor vehicle operator's license for the type of vehicle(s) operated to perform the duties of this position.

  • This Office Automation position requires the skill of a qualified typist. Incumbent must be able to type at least 40 words per minute with three or fewer errors based on a 5 minute sample.

Qualifications

Applicants must meet all qualifications and eligibility requirements by the closing date of the announcement including time-in-grade restrictions, specialized experience and/or education, as defined below.

Time in grade: Applicants must have one year of specialized experience at the next lower grade to be considered for the next higher grade (e.g. one year at the GS-08 grade level for consideration for the GS-09 grade level).

Specialized Experience: To qualify for the GS-09 level, you must possess at least one year of specialized experience equivalent to the GS-08 level or higher in Federal service, or comparable experience not gained through Federal service. Examples of specialized experience include:

  • Performing a wide variety of complex administrative services functions to support communication, correspondence, scheduling, monitoring, and daily operations in a work unit;

  • Advanced knowledge in grammar, punctuation, format, and style to prepare correspondence;

  • Proficiency in software suites related to word processing and database maintenance for complex office functions;

  • Providing technical administrative advice on established policies and procedures;

  • Independently determining the needs of customers and personally assisting when appropriate;

  • Researching, interpreting and providing guidance on regulations

For more information on the qualifications for this position, click here: https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/#url=GS-CLER

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Education

Note: There is no education substitution for specialized experience at the GS-09 grade level.

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Secretary (Office Automation)

Department Of Agriculture