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Years of Experience
Date Last Verified
Secretary (Warden's Secretary), GL 08 Duties : 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 Wardenâ€™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.
Qualification and Experience
Qualification : Education: 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.
Must have 1+ year of specialized experience that equips with the qualifications to successfully perform the duties of the position. 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 worked in a complex organization providing administrative and secretarial support. Must have at least 1+ 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.
Deadline : 04/27/2018.
Announcement number FOR-2018-0008. Apply online. No email.
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