Secretary (Office Automation)

Duties If you are selected for this position, you will perform the following duties: Serve as principal administrative support to supervisor and his/her staff.
As recognized authority on the office's administrative policies and procedures, apply manager's philosophy and policies with regard to administrative tasks.
Provide non-technical information about the work of the organization and coordinate substantive program requirements, administrative details, or staff support responsibilities.
Maintain supervisor's daily calendar, making appointments and arranging conferences and meetings without specific prior approval.
Independently develop methods for automating administrative reports.
Receive all visitors and telephone calls to supervisor.
Control all correspondence.
Receive all incoming unclassified mail and maintain a daily log of all official mail.
Determine whether correspondence should be brought to the attention of the supervisor, referred to appropriate personnel, or handled personally.
If you are selected at the GS-07 level, you will essentially perform the same duties as those at the full performance level described, however, duties are less complex and will be performed under closer supervision with more detailed guidance.
Requirements Conditions of Employment U.
S.
Citizenship requirement or proof of being a U.
S.
National must be met by closing date.
Employment is subject to the successful completion of a background investigation, verification of qualifications, completion of onboarding forms, submission of required documents, and any other job-related requirement before or after appointment.
Applicants must meet all qualification requirements by the closing date of this announcement.
Males born after December 31, 1959 must be registered with the Selective Service.
You must type at least 40 or more words per minute.
Qualifications In order to qualify for a Secretary (Office Automation), GS-0318 position, at the GS-07 level, you must have 1 year of specialized experience equivalent to at least the GS-6 level in the Federal service obtained in either the private or public sector, performing the following types of tasks: applying knowledge of desktop publishing capabilities to enhance the presentation of data, e.
g.
, electronically changing tables to graphs; maintaining a supervisor's daily schedule; making travel arrangements for conferences and meetings; locating and assembling information for various administrative reports; and reviewing outgoing correspondence for spelling, typographical errors, and conformance to formats and procedural requirements.
In addition, you must type at least 40 or more words per minute.
In order to qualify for a Secretary (Office Automation), GS-0318 position, at the GS-08 level, you must have 1 year of specialized experience equivalent to at least the GS-7 level in the Federal service obtained in either the private or public sector, performing the following types of tasks: making commitments for the supervisor without prior approval; assigning work to the other clerical staff, explaining non-technical policies and procedures and tracking the status for adherence to deadlines; making recommendations and decisions in administrative priorities; and creating automated reports to track administrative functions.
In addition, you must type at least 40 or more words per minute.
Do not copy and paste the duties, specialized experience, or occupational assessment questionnaire from this announcement into your resume as that will not be considered a demonstration of your qualifications for this position.
You will receive credit for all experience material to the position, including experience gained in religious, civic, welfare, service, and organizational activities, regardless of whether you received pay.
Preview assessment questionnaire before you apply: https://apply.
usastaffing.
gov/ViewQuestionnaire/12353730 Education This job does not have an education qualification requirement.
Additional information This position is designated as a "non-emergency/teleworker" position and the selected candidate will be considered a "non-emergency/teleworker" employee.
In the event of a closure, you must be available to telework or request leave.
At the supervisor's discretion, this position may offer work schedule flexibilities: [telework (work from home on a regular basis or ad hoc basis but reports to the office at least once a week/two days a pay period), compressed schedules, flexible schedules].
A one-year trial/probationary period may be required upon selection/placement.
PHS Commissioned Officers interested in performing the duties of this position within the Commissioned Corps should apply online to this announcement to receive consideration.
We may make additional selections for similar positions within the commuting area(s) of the locations listed through this vacancy announcement.
By applying, you agree to have your application shared with any interested selecting official(s).
Clearance of CTAP/ICTAP will be applied for similar positions.
The National Institutes of Health participates in the USCIS Electronic Employment Eligibility Verification Program (E-Verify).
E-Verify helps employers determine employment eligibility of new hires and the validity of their Social Security numbers.
The NIH maintains a tobacco free work environment and campus.
Must be able to perform the essential duties of the position, with or without reasonable accommodation.
Visit our Applicant FAQs page for helpful information on the application process.
Visit our Total Compensation page and this sample for a detailed look into the benefits, awards, leave, retirement, and other incentives employees may receive as part of a rewarding work environment.
Benefits Review our benefits How You Will Be Evaluated You will be evaluated for this job based on how well you meet the qualifications above.
You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics): Factor 1: Ability to provide administrative support functions for an office to assure effective and efficient operations.
Factor 2: Ability to coordinate and plan travel.
Factor 3: Ability to coordinate the work of administrative support staff.
Factor 4: Skill in the preparation and management of correspondence.
Factor 5: Skill in the use of office automation software for the development of documentation and reports.
If you meet the minimum qualifications for this position, your application and responses to the online questionnaire will be evaluated under Category Rating and selection procedures for placement in one of the following categories: Best Qualified - for those who are superior in the evaluation criteria Well Qualified - for those who excel in the evaluation criteria Qualified - for those who only meet the minimum qualification requirements The Category Rating Process does not add veterans' preference points but protects the rights of veterans by placing them ahead of non-preference eligibles within each category.
Applicants determined to be Best Qualified will be referred for further consideration.
Preference eligibles in the Best Qualified category are referred before all other applicants.
To determine your qualifications and referral status, we may review your resume and supporting documentation and compare it against your responses to the vacancy questionnaire.
Ensure you support your self-ratings by the information you provide in your application.
We may verify or assess your qualifications at any time.
Inflated or unsupported qualifications may affect your rating.
Any misrepresentation or material omission of facts may be sufficient cause to end further consideration of your candidacy.
Persons listed as having knowledge of your past accomplishments or experience in your application may be contacted for verification purposes at any time.
Verification may, but need not, begin prior to receiving an offer.
To be considered well qualified for the purposes of the Career Transition Assistance Program (CTAP) and the Interagency Career Transition Assistance Program (ICTAP), you must be able to satisfactorily perform the duties of the position upon entry and substantively exceed the basic qualifications by scoring at least an 85 on the assessment and meet all eligibility, physical, medical, suitability, and all other requirements.
Benefits Review our benefits Required Documents As a new or existing federal employee, you and your family may have access to a range of benefits.
Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee.
You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
REQUIRED FOR ALL APPLICANTS RESUME: Your resume must thoroughly describe how your skills and experiences align to the criteria defined in the "Qualifications" section of this announcement and it must support your responses to the assessment questionnaire.
We cannot assume you have performed the necessary experience required for this position regardless of your employment history or academic career.
To ensure all of the essential information is in your resume, we encourage you to use the USAJOBS online Resume Builder.
If you choose to use your own resume, you must ensure it contains all of the required information and you organize it so we can associate the following information for each experience/position: Job title Name of employer Beginning and ending dates of employment (month/day/year format) Hours worked per week.
We will assume full-time unless otherwise stated.
We will prorate part-time employment in crediting experience.
Detailed description of job duties, accomplishments, related skills, and responsibilities to include any supervisory/managerial responsibilities and number of staff supervised (if applicable) Series and grade or equivalent (if a federal position) If the position has an education requirement or you are qualifying on the basis of education, you must list your education history including the type of degree and your major of study.
If the position requires a certain number of credit hours, you are strongly encouraged to list the relevant courses in your resume.
Do not include a photograph or video of yourself, or any sensitive information (age, date of birth, marital status, protected health information, religious affiliation, social security number, etc.
) on your resume or cover letter.
We will not access web pages linked on your resume or cover letter to determine your qualifications.
For resume writing guidance, please visit the following resources: NIH Jobs website, USAJOBS Resource Center, and the USAJOBS Resume Writing Video Tutorial.
ASSESSMENT QUESTIONNAIRE: You must submit a completed assessment questionnaire.
Unless otherwise stated, we will only use the information above to determine your qualifications.
Not providing the required information may result in a determination that you do not meet minimum requirements for the position (e.
g.
, an ineligible rating) or a lower rating.
REQUIRED DOCUMENTATION FOR PREFERENCE OR ELIGIBILITY CLAIMS To claim veterans' preference, career transition selection priority, Schedule A or military spouse eligibility, you must provide the documentation listed below AND respond accordingly to the associated question on the online questionnaire.
Veterans' preference (DD-214, VA Disability Letter, etc.
): Reference Standard Form 15 (SF-15) for required documentation for 10 point claims.
Submission of SF-15 is not required, unless you are claiming derived preference (XP) as described in questions 7, 8, or 9 on the SF-15.
In those cases, you must submit a completed SF-15 and the required documentation.
For 5 point claims, you must submit your DD-214 (if separated) or any written documentation from the armed forces that certifies you are expected to be discharged or released from active duty service in the armed forces under honorable conditions not later than 120 days after the date the certification is submitted with your application package.
Visit our sites on Career Transition Assistance Program (CTAP)/Interagency Career Transition Assistance Program (ICTAP) for more information and required documentation.
Visit our site on the Appointment of Certain Military Spouses for more information and required documentation to verify eligibility.
Schedule A Eligibility (Applicants with Disabilities) Applicants who are eligible to be considered under Schedule A must submit appropriate documentation to verify eligibility.
Documentation must be obtained from a licensed medical professional (e.
g.
, a physician or other medical professional certified by a state, the District of Columbia, or a U.
S.
territory to practice medicine); a licensed vocational rehabilitation specialist (i.
e.
, state or private); or any Federal agency, state agency, or agency of the District of Columbia or a U.
S.
territory that issues or provides disability benefits.
The letter must be printed on a medical professional's letterhead and signed.
Veterans' preference takes precedence in these appointments.
The Schedule A and military spouse hiring authorities do not guarantee employment or give an individual preference in the hiring process.
If you do not provide the required information, we will assume you are not eligible, or you do not wish to be considered for any preference or eligibility.
Do not submit documentation that is not requested of you.
To protect your personal information, we will only send your resume and cover letter to the selecting official or hiring manager.
How to Apply To apply for this position, please read and follow all instructions in this announcement, complete the online application, and submit the documentation specified in the "Required Documents" section.
Your complete application package must be submitted by 11:59 PM Eastern Time (ET) on 04/12/2024 to receive consideration.
To begin, click Apply to access the online application.
You will need to be logged into your USAJOBS account to apply.
Follow the prompts to select your resume and/or other supporting documents to be included with your application package.
See the "Required Documents" section for any additional forms and/or supplemental materials required.
Read all Eligibility questions and respond accordingly to any Eligibility you wish to claim.
You will only be considered for those Eligibility questions (Status Applicant, Reinstatement, Schedule A, etc.
) you respond in the affirmative to, regardless of what documentation you submit.
We cannot assume you intended to respond differently to a question based on other information in your application package.
Complete the assessment questionnaire.
Applicants are asked all questions regardless of their consideration preferences.
We will only consider you for the grades, series, locations, specialties, and other considerations that you self-identify as being qualified for or interested in.
Preview assessment questionnaire before you apply: https://apply.
usastaffing.
gov/ViewQuestionnaire/12353730 Verify all required documentation is included in your application package, review your responses to the assessment questionnaire for accuracy, and then submit your application.
In addition to the required documents, we encourage you to submit a cover letter, copy of your transcripts, and any applicable certifications or licenses.
Even though this information is not required at the time of application, we may request this information later.
We cannot assume responsibility or grant extensions for personal issues (e.
g.
, troubles navigating the application process, loss of internet, not understanding a question) when applying to our announcements.
For technical difficulties, contact HR Systems Support between 8:00 AM and 4:30 PM ET Monday through Friday at hrss@nih.
gov.
If you need any other accommodation or assistance with applying, please contact John Barr at barrjo@mail.
nih.
gov.
Requests for reasonable accommodations must be made before the announcement closing date.
NIH's EEO and Diversity and Inclusion Policy Statement Visit the NIH's Office of Equity, Diversity, and Inclusion site for information on NIH's EEO program, Reasonable accommodation procedures, laws, policy statements, and the operation of the EEO complaint process.
Agency contact information John Barr Phone 406-375-9601 Email barrjo@mail.
nih.
gov Address National Institutes of Health 6701 Rockledge Drive Bethesda, MD 20892 US Next steps HHS has a critical preparedness and response mission: HHS protects the American people from health threats, researches emerging diseases, and mobilizes public health programs with domestic and international partners.
In support of this mission, HHS offers its employees the opportunity to volunteer to become Federal Civilian Detailees and contribute their unique skills through voluntary temporary assignments to humanitarian emergencies or Departmental priorities countering new and emerging health, safety, and security threats.
Once you submit your application package, you will receive an acknowledgement email.
You will be notified of the status of your applications via email.
In addition, you can track the progress of your application package through your USAJOBS account.
At the discretion of the agency, you may be contacted via phone or email for an interview or to provide additional information up to several months from the closing date of the announcement.
Please ensure you have provided accurate contact information.
To remain in consideration, you must respond in a timely manner to our correspondence and requests for documentation or information throughout the hiring process.
Fair and Transparent The Federal hiring process is set up to be fair and transparent.
Please read the following guidance.
Equal Employment Opportunity (EEO) Policy Reasonable accommodation policy Financial suitability Selective Service New employee probationary period Signature and false statements Privacy Act Social security number request Required Documents REQUIRED FOR ALL APPLICANTS RESUME: Your resume must thoroughly describe how your skills and experiences align to the criteria defined in the "Qualifications" section of this announcement and it must support your responses to the assessment questionnaire.
We cannot assume you have performed the necessary experience required for this position regardless of your employment history or academic career.
To ensure all of the essential information is in your resume, we encourage you to use the USAJOBS online Resume Builder.
If you choose to use your own resume, you must ensure it contains all of the required information and you organize it so we can associate the following information for each experience/position: Job title Name of employer Beginning and ending dates of employment (month/day/year format) Hours worked per week.
We will assume full-time unless otherwise stated.
We will prorate part-time employment in crediting experience.
Detailed description of job duties, accomplishments, related skills, and responsibilities to include any supervisory/managerial responsibilities and number of staff supervised (if applicable) Series and grade or equivalent (if a federal position) If the position has an education requirement or you are qualifying on the basis of education, you must list your education history including the type of degree and your major of study.
If the position requires a certain number of credit hours, you are strongly encouraged to list the relevant courses in your resume.
Do not include a photograph or video of yourself, or any sensitive information (age, date of birth, marital status, protected health information, religious affiliation, social security number, etc.
) on your resume or cover letter.
We will not access web pages linked on your resume or cover letter to determine your qualifications.
For resume writing guidance, please visit the following resources: NIH Jobs website, USAJOBS Resource Center, and the USAJOBS Resume Writing Video Tutorial.
ASSESSMENT QUESTIONNAIRE: You must submit a completed assessment questionnaire.
Unless otherwise stated, we will only use the information above to determine your qualifications.
Not providing the required information may result in a determination that you do not meet minimum requirements for the position (e.
g.
, an ineligible rating) or a lower rating.
REQUIRED DOCUMENTATION FOR PREFERENCE OR ELIGIBILITY CLAIMS To claim veterans' preference, career transition selection priority, Schedule A or military spouse eligibility, you must provide the documentation listed below AND respond accordingly to the associated question on the online questionnaire.
Veterans' preference (DD-214, VA Disability Letter, etc.
): Reference Standard Form 15 (SF-15) for required documentation for 10 point claims.
Submission of SF-15 is not required, unless you are claiming derived preference (XP) as described in questions 7, 8, or 9 on the SF-15.
In those cases, you must submit a completed SF-15 and the required documentation.
For 5 point claims, you must submit your DD-214 (if separated) or any written documentation from the armed forces that certifies you are expected to be discharged or released from active duty service in the armed forces under honorable conditions not later than 120 days after the date the certification is submitted with your application package.
Visit our sites on Career Transition Assistance Program (CTAP)/Interagency Career Transition Assistance Program (ICTAP) for more information and required documentation.
Visit our site on the Appointment of Certain Military Spouses for more information and required documentation to verify eligibility.
Schedule A Eligibility (Applicants with Disabilities) Applicants who are eligible to be considered under Schedule A must submit appropriate documentation to verify eligibility.
Documentation must be obtained from a licensed medical professional (e.
g.
, a physician or other medical professional certified by a state, the District of Columbia, or a U.
S.
territory to practice medicine); a licensed vocational rehabilitation specialist (i.
e.
, state or private); or any Federal agency, state agency, or agency of the District of Columbia or a U.
S.
territory that issues or provides disability benefits.
The letter must be printed on a medical professional's letterhead and signed.
Veterans' preference takes precedence in these appointments.
The Schedule A and military spouse hiring authorities do not guarantee employment or give an individual preference in the hiring process.
If you do not provide the required information, we will assume you are not eligible, or you do not wish to be considered for any preference or eligibility.
Do not submit documentation that is not requested of you.
To protect your personal information, we will only send your resume and cover letter to the selecting official or hiring manager.
Help This job is open to Individuals with disabilities Military spouses The public U.
S.
Citizens, Nationals or those who owe allegiance to the U.
S.
Clarification from the agency You must be a U.
S.
Citizen or U.
S.
National.
Foreign nationals or legal permanent residents are not eligible for consideration.