Secretary (Oa)
Internal Revenue Service - Philadelphia, PA

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DUTIES

As a Secretary, you will:
Receive telephone calls, give routine and non-routine information, answer questions and direct calls and visitors to appropriate person or office.

Receive and control mail and suspense items, routing them directly to the appropriate person or office for action.

Prepare and type a variety of correspondence, reports, forms, requisitions, requests for personnel actions and legal documents using word processor or personal computer.

Organize and maintain files, records, manuals, handbooks, and other related materials.

Maintain supervisor's calendar; schedule appointments and engagements, prepare notes regarding topics to be discussed; make travel arrangements and prepare travel vouchers.

QUALIFICATIONS

QUALIFICATIONS/ELIGIBILITY REQUIREMENTS : You must meet the following eligibility and basic qualification requirements by the closing date of this announcement.

For GS-8: To qualify for this position at the GS-08 grade level, you must have at least one year (12 months) of specialized experience. Specialized experience is experience that is in or related to this position and provided you with the particular knowledge, skills and abilities to perform successfully the duties of this position. You may have gained this experience in a full-time secretary, management assistant, personnel assistant, legal assistant position, and other similar positions where you work in a complex organization with subordinate organizational entities, requiring the establishment and maintenance of extensive internal procedures and reporting systems. Your sample tasks may have included: screening 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; 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; responsible for budget accounts allotted to the office; 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; taking and distributes 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. This list is not inclusive. To be creditable, this experience must have been equivalent to the GS-07 grade level in the Federal government.

For the G-9: To qualify for this position at the GS-09 grade level, you must have at least one year (12 months) of specialized experience. Specialized experience is experience that is in or related to this position and provided you with the particular knowledge, skills and abilities to perform successfully the duties of this position. You may have gained this experience in a full-time secretary, management assistant, personnel assistant, legal assistant position, and other similar positions where you work in a large organization subdivided into several subordinate levels, where formal policies, procedures, and reporting requirements are necessary. Your work is completed under general supervision and your supervisor sets the overall objectives of the work, and from time-to-time, gives specific assignments with a brief explanation of the assignment's purpose. You set the deadlines for most of the work to be done. You perform the duties of the job independently, referring only the most complex problems to the supervisor. Many situations and conflicts arise which require you to determine the approach to resolve them. Your work is reviewed to ensure that the overall objectives of the position are met. Your sample tasks may include: receiving all visitors and telephone calls to the office, determining the nature of call or business of visitors; decided to whom visitors are referred; making appointments for the supervisor, establishing priorities, setting up, rescheduling, or refusing appointments, accepting or declining invitations to meetings, and arranging for representation by a subordinate official when that is desirable. This list is not inclusive. To be creditable, this experience must have been equivalent to the GS-08 grade level in the Federal government.

PROFICIENCY REQUIREMENT (OFFICE AUTOMATION): In addition to meeting experience or education requirements, applicants must be able to demonstrate the ability to type 40 words per minute. Applicants may be asked to participate in a typing/performance test, provide a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or self-certifying their proficiency (which may be verified at a later step in the process). Performance test results and certificates of proficiency are acceptable for 3 years.

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