Secretary (office Automation)

Pacific Air Forces; Hawaii; On-site; USD 65,000 - 90,000; Full time

Job summary

Pacific Air Forces is seeking an Executive Secretary to support a two-star General Officer Chief of Staff, Headquarters Pacific Air Forces. The role focuses on reducing administrative workload, coordinating staff actions, and handling confidential communications with high-level officials.

Responsibilities include maintaining calendars, editing documents, reviewing correspondence, arranging travel, and using office automation tools to produce reports and graphics.

Qualifications

• Knowledge of office procedures and ability to prepare and edit documents.
• Ability to screen calls and visitors, maintain calendars, and produce various documents.
• Strong organizational and time-management skills to meet deadlines.

Responsibilities

• Relieve the General Officer Chief of Staff of administrative detail.
• Coordinate staff actions and prepare information for reports and correspondence.
• Assemble information from multiple sources and manage calendars.

Skills

Typing

Effective communication

Office coordination

Tools

Office automation software

Job description

The primary purpose of this position is to serve as the Executive Secretary to the two-star General Officer Chief of Staff, Headquarters Pacific Air Forces. Performs duties designed to relieve the Chief of Staff of as much administrative detail as possible and contribute to public relations and interactions with high-level military/civilian officials/civic leaders.

This vacancy is being re-announced. Candidates who applied for Announcement # 9Q-AFPC-13049653-962960-JFB must self-nominate for this Announcement in order to receive consideration. Please remember to re-submit all applicable supporting documents. Please be advised, if you have missing supporting documents or the documents are incomplete, you will not be eligible for the chosen appointment. In order to qualify, you must meet the specialized experience requirements described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Positions, Clerical and Administrative Support Positions.

SPECIALIZED EXPERIENCE:

• applying administration concepts, principals, and practices sufficient to perform independently
• eliminating conflict and duplication in extensive office procedures
• coordinate higher headquarters taskers, suspense's
• conduct project or compilation of information
• conduct studies and evaluate administrative processes
• manage, coordinate and integrate all staff actions
• assemble information from a large number of sources
• apply knowledge foreign relations/protocol procedures, sensitive, unique customs/courtesies of the international community
• preparing and editing documents, evaluating administrative processes, and locating, assembling and composing information for various reports, inquiries and correspondence
• prepare and review correspondence, screen telephone calls and visitors
• maintain supervisor's calendar, using various office automation software programs, tools and techniques to produce a variety of documents such as letters, reports spreadsheets, databases and graphs

FEDERAL TIME-IN-GRADE (TIG) REQUIREMENT FOR GENERAL SCHEDULE (GS) POSITIONS: Merit promotion applicants must meet applicable time-in-grade requirements to be considered eligible. One year at the GS-08 level is required to meet the time-in-grade requirements for the GS-09 level. TIG applies if you are in a current GS position or held a GS position within the previous 52 weeks. NOTE: Applicants applying as VEOA candidates who are current GS civil service employees or are prior GS civil service employees within the past 52 weeks must also meet time-in-grade requirements.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs):

1. Knowledge of extensive rules, procedures, or operations applied to secretarial and clerical assignments to perform the procedural and administrative work of the office, such as preparing and editing documents, locating and assembling information for various reports, maintaining files/records, making and preparing travel arrangements.
2. Knowledge of office functions and commitments of supervisors and staff to prepare and review correspondence, to screen telephone calls and visitors, to maintain supervisor's calendar, and to perform other substantive or administrative work of the organization.
3. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports.
4. Knowledge of office automation programs, tools, and techniques to support office operations and produce a variety of documents such as letters, reports spreadsheets, databases, and graphs.
5. Skill in typing; a qualified typist is required. Ability to locate, assemble and compose information for reports, inquires, and non-technical correspondence. Plan and organize work and meet deadlines.
6. Ability to communicate effectively and efficiently, both orally and in writing.

PART-TIME OR UNPAID EXPERIENCE:

Credit will be given for appropriate unpaid and or part-time work. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

VOLUNTEER WORK EXPERIENCE:

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