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Secretary (OA)

Company: Department Of Health And Human Services
Location: Crownpoint
Posted on: May 3, 2021

Job Description:

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Duties

Summary

The position is in the Office of the Chief Executive at the Crownpoint Service Unit in Crownpoint, NM. The incumbent serves as the secretary to the Chief Executive Officer (CEO). Serves as a liaison between management and all division directors and staff by performing a variety of secretarial and administrative duties to fulfill the mission and functions for the Service Unit.

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Responsibilities

  • Ensures all staff members of the organizational units receive up-to-date guidance on office procedures and administrative requirements such as the preparation of correspondence.
  • Types in final form a variety of handwritten or draft materials including memoranda, reports, tabulations, letters, minutes of meetings and all other correspondence using various computer software and system applications.
  • Arranges meetings and conferences including space, time, attendees, agenda and background material.
  • Makes travel and training arrangements for supervisor and staff employees.
  • Serves as timekeeper; tracks attendance reports, posts overtimes, compensatory time and annual and/or sick leave.
  • Performs miscellaneous clerical duties, such as ordering supplies, initiating and tracking documents, providing general support services, and coordinating the work with other offices.
  • Receives visitors and incoming calls, ascertains nature of business and determines appropriate course of action.
  • Keeps supervisor and staff advised on new or changed regulations, bulletins, or circulars and policies. and sends copies.
  • Observes the rules of confidentiality in the retention of dissemination of privileged information.
  • Receives and reviews incoming and outgoing mail and correspondence establishing controls on certain items.
  • Reviews material requiring supervisor's signature, approval or concurrence, for procedural and grammatical accuracy, confirmation with general policy and factual correctness.
  • Other Duties as Assigned. The employee may be requested to perform some duties not specifically discussed or described in this position description to support the functions and obligations of the organization.

Travel Required

Occasional travel - You may be expected to travel for this position.

Supervisory status

No

Promotion Potential

None

  • Job family (Series)

0318 Secretary

Similar jobs

  • Office Secretaries
  • Secretaries, Office

  • Requirements

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Requirements

Conditions of Employment

Selectee may be subject to a probationary/trial period

ESEP appointees typically serve a two year trial period

U.S. Citizenship is required

Selective Service Registration is required for males born after 12/31/1959

Confidential Financial Disclosure Form required.

Measles and Rubella immunization required for selectees born after 1957. Seasonal Influenza immunization is required for civilian health care facility staff working in Indian Health Service health care facilities.

Successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit www.dhs.gov/E-Verify/.

You will need to set up direct deposit so we can pay you.

Background Investigation: If you are selected for this vacancy, you must undergo a pre-employment fingerprint check and background investigation. Fingerprint results and background investigation documentation must be cleared prior to hire. After you begin your employment, your continued employment is contingent upon the outcome of a complete background investigation as determined by the sensitivity level of your position. The investigation must find that you are suitable for Federal employment in your position. If you are found not suitable, you will be terminated after you begin work. If you make a false statement in any part of your application, you may not be hired; you may be fired after you begin work; or subject to possible criminal charges. You may be subject to a credit check as a part of the background investigation process.

Fingerprinting, as part of the background investigation process, may be delayed due to COVID-19. All other background investigation procedures will apply. Be advised that your continued employment will require you to complete a fingerprint check within 60 days after notification of return to full operations and successfully obtaining a favorable background investigation.

Qualifications

To qualify for this position, your resume must state sufficient experience and/or education, to perform the duties of the specific position for which you are applying.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; social). You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

BASIC REQUIREMENT(S):

GS-07: 1 year of specialized experience equivalent to at least a GS-06 grade level

In addition to meeting the Basic experience requirements above, applicants must possess a typing speed of at least 40 words per minute. A copy of your typing proficiency certificate must be submitted with your application.

In addition to the Basic Requirements, you must also meet the Minimum Qualifications stated below.

MINIMUM QUALIFICATIONS:

Your resume must demonstrate at least one (1) year of specialized experience equivalent to at least the next lower grade level in the Federal service obtained in either the private or public sector performing the following type of work and/or tasks: making travel arrangements and preparing an itinerary, filing travel vouchers and supporting documents by using electronic travel programs, proofreading correspondence and reports using electronic programs or the various software to perform word processing, receiving and answering telephone inquires from various customers and agencies, maintaining calendars and arranging meetings and coordinating activities with outside entities.

Time In Grade

Federal employees in the competitive service are also subject to the Time-In-Grade Requirements: Merit Promotion (status) candidates must have completed one year of service at the next lower grade level. Time-In-Grade provisions do not apply under the Excepted Service Examining Plan (ESEP).

You must meet all qualification requirements within 30 days of the closing date of the announcement.

Education

There are no education requirements.

Keywords: Department Of Health And Human Services, Rio Rancho , Secretary (OA), Other , Crownpoint, New Mexico

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