Secretary

U.S. Department of the Interior; Lakewood (CO); On-site; USD 60,000 - 80,000; Full time

Job summary

U.S. Geological Survey (USGS) seeks a Secretary to support the Office of the Director and the Associate Director for Energy and Mineral Resources in Lakewood, CO (or Reston, VA). The role involves calendar upkeep, travel coordination, and handling high-level meeting logistics.

Responsibilities include managing incoming mail, reviewing correspondence for policy compliance, and coordinating travel arrangements domestically and internationally with attention to detail and timeliness.

Responsibilities

• Organize and maintain the calendar for the Deputy Associate Director (DAD), prioritizing meetings and arranging visits with internal and external entities.
• Receive, review, and prioritize incoming electronic mail; determine handling and refer items as needed; follow up for timely responses.
• Review outgoing Mission Area correspondence for procedural accuracy and conformance with policy.
• Organize travel arrangements for the DAD in the United States and abroad; plan detailed itineraries and provide updates during travel.
• Arrange travel for the Mission Area Immediate Office staff; process authorizations and vouchers, handle discrepancies with the DOI Travel Office.
• Provide administrative support to high-level meetings involving leadership from USGS Mission Areas and external partners.
• Schedule meetings, arrange facilities, provide advance agendas and materials, and follow up to ensure commitments are carried out.

Job description

This position serves as a Secretary, GS-0318-09 with the Department of the Interior, U.S. Geological Survey, Office of the Director, Office of the Associate Director for Energy and Mineral Resources.

Duties

This position is located within the Department of the Interior, U.S. Geological Survey, Office of the Director, Office of the Associate Director for Energy and Mineral Resources, duty stationed in Lakewood, Colorado or Reston, Virginia. At the full performance level (GS-09) the major duties of this position include, but are not limited to the following:

• Organize and maintain the calendar for the Deputy Associate Director (DAD), independently prioritizes meetings and conferences, and arranges visits with internal and external entities. Uses thorough knowledge of the Mission Area and awareness of related importance of issues, awareness of urgency of each matter, and overall workload to prioritize the DAD activities.
• Receive, review, and prioritize incoming electronic mail and determines proper handling by applying knowledge of research and investigative functions and plans of the Mission Area. Responds directly on some items in written or verbal manner as appropriate and refers other materials to the DAD or other appropriate Mission Area staff for response or information. Follows up to ensure that response is timely and in accordance with policy and directives.
• Review and read all outgoing Mission Area correspondence for procedural and grammatical accuracy and conformance with general policy and the USGS Correspondence Handbook.
• Organize and make travel arrangements for the DAD in the United States and abroad. Extensive planning of detailed itineraries is frequently involved. Maintains contact with the DAD when he/she is on travel to keep him/her informed of current activities and progress.
• Arrange travel for the Mission Area Immediate Office staff. Processes all authorizations and vouchers and directly handles discrepancies with the DAD, staff, and the DOI Travel Office.
• Serve as administrative support to high level meetings involving leadership from other USGS Mission Areas, leadership from other Department of the Interior Bureaus, and high-level external partners.
• Responsible for scheduling meetings, arranging for meeting facilities, compiling and providing advance agendas and materials, notifies all participants. Follows up with the Energy and Mineral Resources Senior Staff, Immediate Office of the AD staff members, and other participants to ensure that commitments made as a result of the meetings are carried out.

Travel

You may be expected to travel for meetings and/or trainings.

Telework

You may be allowed to telework with supervisor approval.

Requirements