Secretary (Office Automation)

Duties

WHAT IS THE INFORMATION TECHNOLOGY (IT)DIVISION?

A description of the business units can be found at: https://www.jobs.irs.gov/about/who/business-divisions

Vacancies will be filled in the following specialty areas:

Information Technology Enterprise Program

• Management Office

The following are the duties of this position at the full working level.

Receives telephone calls and visitors for the manager, determines which calls can be answered personally, and which can be directed elsewhere. Obtains needed background information before referring calls to the manager.

Receives and reviews all incoming mail and correspondence for the manager, referring items of special importance to the manager. Routes correspondence to staff members and establishes controls for response to action items.

Reviews incoming directives and issuances, bringing those of interest to the manager's attention. Drafts or prepares routine correspondence and other written materials in final form on own initiative.

Maintains the manager's appointment schedule making final commitments, and advises the manager of appointments and commitments that might affect future decisions. Arranges meetings and conferences for the manager, including space, time, and staff. Assembles background material for agenda items, summarizes material for the manager's use, and informs participants of topics to be discussed.

Reviews correspondence and action documents prepared for the signature of the manager for grammar, format, clarity of information, and conformance with the manager's viewpoint. Returns communications to the originator when not in compliance with agency policies and correspondence regulations. Maintains manager's confidential

files, and establishes and maintains administrative files.

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Requirements

Conditions of Employment

• Must be a U.S.
  
  Citizen or National and provide proof of U.S.
  
  Citizenship. (Birth certificate showing birth in the U.S; Unexpired U.S. Passport; Certificate of Citizenship or Naturalization; or Report of Birth Abroad of a U.S.
  
  Citizen (Form FS-240))

• Undergo a review of prior performance/conduct and an income tax verification. Refer to "Get Your Tax Record" at http://www.irs.gov/(https://www.irs.gov/individuals/get-transcript) to check the status of your account, balance owed, payment history, make a payment, or review answers to tax questions. If you are not in compliance, you will be determined unsuitable for employment with IRS.

• Must successfully complete a background investigation, including a FBI criminal history record check (fingerprint check).

• Complete a Declaration for Federal Employment to determine your suitability for Federal employment, at the time requested by the agency.

• Go through a Personal Identity Verification (PIV) process that requires two forms of identification from the Form I-9. Federal law requires verification of the identity and employment eligibility of all new hires in the U.S. These documents must be unexpired original or certified copies.

• The Fair Chance to Compete for Jobs Act prohibits the Department of Treasury and its bureaus from requesting an applicant's criminal history record before that individual receives a conditional offer of employment. In accordance with 5 U.S.
  
  Code § 9202(c) and 5 C.F.R § 920.201 certain positions are exempt from the provisions of the Fair Chance to Compete Act. Applicants who believe they have been subjected to a violation of the Fair Chance to Compete for Jobs Act, may submit a written complaint to the Department of Treasury by email at, FairChanceAct@treasury.gov. To learn more, please visit our page at: Treasury.gov/fairchanceact.

Qualifications

Federal experience is not required. The experience may have been gained in the public sector, private sector or Volunteer Service.

One year of experience refers to full-time work; part-timework is considered on a prorated basis. To ensure full credit for your work experience, please indicate dates of employment by month/year, and indicate number of hours worked per week, on your resume.

You must meet the following requirements by the closing date of this announcement:

QUALIFICATION REQUIREMENTS: To qualify for this position, you must meet the qualification requirements outlined below:

SPECIALIZED EXPERIENCE GS-08: To be eligible for this position at this grade level, you must meet the basic requirements below.

You must meet have one year or twelve (12) months of specialized experience equivalent to the next lower grade level (GS-07) in the Federal government. Specialized experience is experience that is related to the work of this position and has provided you with the competencies required for successful job performance.

You may have gained this experience in a full-time secretary, management assistant, personnel assistant, legal assistant position, and other similar positions where you work in a complex organization with subordinate organizational entities, requiring the establishment and maintenance of extensive internal procedures and reporting systems. Your sample tasks may have included: screening 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; 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; responsible for budget accounts allotted to the office; 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; taking and distributes 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.

SPECIALIZED EXPERIENCE GS-09: To be eligible for this position at this grade level, you must meet the basic requirements below.

You must meet have one year or twelve (12) months of specialized experience equivalent to the next lower grade level (GS-08) in the Federal government. Specialized experience is experience that is related to the work of this position and has provided you with the competencies required for successful job performance.

You may have gained this experience in a full-time secretary, management assistant, personnel assistant, legal assistant position, and other similar positions where you work in a large organization subdivided into several subordinate levels, where formal policies, procedures, and reporting requirements are necessary. Your work is completed under general supervision and your supervisor sets the overall objectives of the work, and from time-to-time, gives specific assignments with a brief explanation of the assignment's purpose.

You set the deadlines for most of the work to be done. You perform the duties of the job independently, referring only the most complex problems to the supervisor. Many situations and conflicts arise which require you to determine the approach to resolve them.

Your work is reviewed to ensure that the overall objectives of the position are met. Your sample tasks may include: receiving all visitors and telephone calls to the office, determining the nature of call or business of visitors; decided to whom visitors are referred; making appointments for the supervisor, establishing priorities, setting up, rescheduling, or refusing appointments, accepting or declining invitations to meetings, and arranging for representation by a subordinate official when that is desirable.

For more information on qualifications please refer to OPM's Qualifications Standards.

Education

For positions with an education requirement, or if you are qualifying for this position by substituting education or training for experience, submit a copy of your transcripts or equivalent. An official transcript will be required if you are selected.

A college or university degree generally must be from an accredited (or pre-accredited) college or university recognized by the U.S. Department of Education. For a list of schools which meet these criteria, please refer to Department of Education Accreditation page.

FOREIGN EDUCATION: Education completed in foreign colleges or universities may be used to meet the requirements.

You must show proof the education credentials have been deemed to be at least equivalent to that gained in conventional U.S. education program. It is your responsibility to provide such evidence when applying. Click here for Foreign Education Credentialing instructions.

Additional information

• Subject to a 1-year probationary period (unless already completed).

• Have your salary sent to a financial institution of your choice by Direct Deposit/Electronic Funds Transfer.

• If you are a male applicant born after December 31, 1959, certify that you have registered with the Selective Service System or are exempt from having to do so.

• We may select from this announcement or any other source to fill one or more vacancies. Additional jobs may be filled.

• The salary range indicated in this announcement reflects the minimum locality pay up to maximum locality pay for all duty locations listed. The range will be adjusted for selected duty location. General Schedule locality pay tables may be found under Salaries & Wages.

• This is a non-bargainiing unit position.

• Tour of Duty: Monday

• Friday. Start and stop time will be between 6:00 am. an 6:00 pm.

• Alternative work schedule, staggered work hours or telework may be available.

• In the event that a building is closed due to rent management, new hires may be placed in a local commuting location

• Telework Eligible Positions: Telework eligible positions do not guarantee telework.
  
  Employees must meet and sustain IRS telework eligibility requirements (e.g., reporting at least twice a pay period to your assigned Post of Duty (POD)) and supervisor's approval to participate in the IRS Telework Program. Employees must also be within a 200-mile radius of their official assigned post-of-duty (POD) while in a telework status. As a reminder

• If you are selected for a position, you are responsible for reporting to your designated POD (location) on the negotiated start date or as directed by management.

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