Secretary (Office Automation)

Company Name:
Department of Defense
United States Citizens Permanent Full Time
The National Guard is the oldest component of the Armed Forces of the United States. Since the earliest American colonial days, citizens have joined for collective defense. We have a proud tradition of coming to the aid of our friends and neighbors in times of serious emergencies. Join our National Guard team and serve your nation, your States and your community!
Type of Appointment : This is a Career/Career-Conditional Appointment and does NOT require membership in a compatible military assignment in the Army or Air National Guard. This is a full-time, non-dual status, competitive, permanent position.
Veterans Information : Veterans' preference is not applicable to Technicians employed under Title 32 USC 709 (b).
Organizational Structure : This position is located in an Army National Guard unit in Salina, KS. The purpose of the position is to serve as the personal assistant and principal clerical and administrative support to one or more supervisors. Organization(s) serviced is of limited complexity with relatively informal internal controls and procedures or is subdivided into subordinate segments, which are supervised through one or more levels of supervision, or is of limited complexity where extensive responsibility exists for outside coordination. Participates intensively in the management of the office by applying a good working knowledge of the program under control of the supervisor(s) and relieves the supervisor(s) of clerical and administrative support work.
U.S. citizenship is required. You must submit your resume and supporting documents (see "How to Apply"). Direct Deposit is mandatory in this agency. Must be able to obtain a security clearance.
As a Secretary (OA), you will:
Screen calls and visitors; schedule appointments; and coordinate a variety of projects within the organization;
Review outgoing correspondence; extract data and develop reports; ensures for proper format, grammar, spelling and context;
Serve as a liaison between multiple departments and personnel members;
Make all arrangements for travel to include: itinerary, reservations, transportation, and hotel arrangements for supervisor.
To qualify for this position, you must have:
A. One year of full-time specialized experience equivalent to the GS-04 grade level in the federal service, (obtained in either the public or private sectors) this experience must include activities such as: 1) screening telephone calls and directing to appropriate staff member or department; 2) creating routine correspondence for distribution; 3) managing a supervisor's calendar to include: scheduling appointments, meetings and agenda.
B. Successful completion of four years above high school leading to a bachelor's degree in any field from an accredited institution. One year of full time academic study is defined as 30 semester or 45 quarter hours, or the equivalent in an accredited college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. Note: You must provide a copy of your transcripts.
C. A combination of experience and education. To combine education and experience, first take the number of semester hours (or equivalent) earned towards your degree, in excess of the first 60 semester hours, and divide by 60 semester hours (or equivalent). Then take the number of months of full time experience and divide by 12 months. Add the two percentages. The total must equal at least 100 percent in order to meet this description. (NOTE- Only education in excess of the first 60 semester hours (i.e. beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience.)
Be able to type at least 40 words per minute based on a five minute sample with three of fewer errors. You may self-certify by submitting a statement that you can type this speed.
Your resume must have complete information: Please ensure your resume accurately reflects the duties and responsibilities under each position you have held with each employer. In describing your experience, please be clear and specific. It is your responsibility to make sure your resume states complete information for each job entry (beginning and ending dates of employment stated as MM/YYYY; and total hours worked per week). If your resume does not provide enough information regarding your work history for us to make a creditable qualification determination, your application package may be rendered disqualified and you will no longer be considered for this position.
_Part-time or unpaid experience:_ Credit will be given for appropriate unpaid work on the same basis as for paid experience. Part-time experience will be credited on the basis of time actually spent in appropriate activities. To receive credit for such experience you must indicate clearly the nature of the duties and responsibilities in each position held and the number of hours per week spent in such employment.
_Qualifications_ must be met by the closing date: You must meet all qualification and eligibility requirements by Monday, September 29, 2014.
When you are using education to qualify as a substitution for experience , transcripts (unofficial) are required at the time of application to verify that you meet the educational substitution.
Only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education may be credited. Applicants can verify accreditation at the following website: .
Foreign Education: If you are using education completed in foreign colleges or universities to meet the qualification requirements, you must show that the education credentials have been evaluated by a private organization that specializes in interpretation of foreign education programs and such education has been deemed equivalent to that gained in an accredited U.S. education program; or full credit has been given for the courses at a U.S. accredited college or university. For further information, visit: .
Condition of Employment:
This position meets the criteria of a Non-Dual Status Management Plan as follows: The position resides within the infrastructure and support functions of the state National Guard; the incumbent is not subject to mobilization, nor is the work described part of the military mission; and the incumbent does not perform a key advisory or essential administrative role that is inherently military. In addition, the position must meet one of the following: It does not have a comparable military function; the position is required in full-time (civilian) role when the organization, or similar military position, is mobilized to perform continuing post-mobilization functions; or the position requires a skill or competency that necessitates technical expertise or professional qualifications that cannot be readily found in the military structure of the state military force.
Category Rating: Your application will be evaluated and rated under Category Rating selection procedures. Once the application process is complete, a review of your qualifications will be conducted to determine if you are qualified for this job. Qualified candidates will be assigned to a quality category. The quality categories are:
Highly Qualified: Candidates in this category possess exceptional skills and experience to exceed well above the minimum requirements for this position.
Well Qualified: Candidates in this category possess good skills and experience above the minimum requirements for this position.
Qualified: Candidates in this category meet the minimum education and/or experience requirements for this position.
Your rating will be based on both your entire application package as well as the responses to the assessment questionnaire. Please note that if, after reviewing your resume and or supporting documentation, a determination is made that you have inflated your qualifications and or experience, your category rating can and will be adjusted to more accurately reflect your abilities, or you may lose consideration for this position. Please follow all instructions carefully. Errors or omissions may affect your eligibility.
All applicants' qualifications will be evaluated on the following competencies (knowledge, skills, and abilities):
Administrative Support
Oral Communication
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Please note that if, after reviewing your resume and or supporting documentation, a determination is made that you have inflated your qualifications and or experience, your rating can and will be adjusted to more accurately reflect your abilities, or you may lose consideration for this position.
If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.
To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section below.
The complete application package must be submitted by 11:59 PM (EST) on Monday, September 29, 2014 to receive consideration.
To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.
Click the Submit My Answers button to submit your application package.
It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USAJOBS account, , select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.
To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.
To apply for this position, you must provide a complete Application Package, which includes:
1. Resume
2. A complete Occupational Assessment Questionnaire
3. Unofficial College Transcripts are required at the time of application when you are basing all or part of your qualifications on education as a substitution for experience. If selected you may be required to produce official transcripts before being appointed. Failure to provide transcripts will result in an ineligible rating.
You are encouraged to apply online. Applying online will allow you to review and track the status of your application.
NOTE: If you applied online and your application is complete, do not fax the paper application (1203FX) as this will overwrite your prior online responses and may result in you being found ineligible.
Faxing Applications or Supporting Documents:
If you completed the occupational questionnaire online and are unable to upload supporting document(s):
1. To fax your documents, you must use the following cover page and provide the required information. The Vacancy ID is 1196934 .
2. Fax your documents to .
If you cannot complete the Application Package online, you may fax all of your materials. The complete application package must be submitted by 11:59 PM (EST) on Monday, September 29, 2014 to receive consideration. Keep a copy of your fax confirmation in the event verification is needed.
To complete the occupational questionnaire and submit via fax:
1. Click the following link to view and print the occupational questionnaire View Occupational Questionnaire .
2. Print the 1203FX form, follow the instructions and provide your responses to the occupational questionnaire items .
3. Fax the completed 1203FX form along with any supporting documents to . Your 1203FX will serve as a cover page for your fax transmission.
Once the online questionnaire is received, you will receive an acknowledgement email that your submission was successful. After a review of your application and supporting documentation, you may be referred to the hiring official. If your name is referred to the hiring official, you may be contacted directly by that office for a possible interview. To view the status of your application, log into your USAJOBS account, , select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. These links provide an overview of the benefits currently offered to Federal employees: or .
The Interagency Career Transition Assistance Plan (ICTAP) provides eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be rated well-qualified by placing in the Highly Qualified or Well Qualified category for this vacancy. Additional information about ICTAP eligibility is on OPM's Career Transition Resources website at .
Males born after 12/31/1959 must be registered or exempt from Selective Service (see ).

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