OFFICE AUTOMATION ASSISTANT

Click on "Learn more about this agency" button below to view Eligibilities being considered and other IMPORTANT information. The primary purpose of this position is to: use multiple office automation software with varied functions to produce a wide range of documents to provide miscellaneous clerical support to the School Age Care and Youth Programs.

Major duties

Uses varied functions of multiple office automation software to produce a wide range of documents,formats, etc.Specific assignments require a varying number and sequence of steps and use of different functionsfrom one assignment toanother. Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos,and letters andlengthy reports; uses existing database or spreadsheet software to create, enter, revise, sort orcalculate, and retrieve data forreports; and uses graphics software to provide graphs and charts for reports and presentations. Prepares a wide variety of recurring and nonrecurring correspondence, reports, and otherdocuments. Composesnontechnical correspondence, such as instructions on office procedures, requests for information,and letters ofacknowledgment or notification. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations,and directives.Screens incoming mail and electronic messages to identify what needs to be brought to the attentionof the supervisor,referred to appropriate staff, rerouted to other organizations/offices, or handled personally. Receives telephone calls and greets visitors. Ascertains the nature of the calls or visits. Based uponknowledge of theorganization and its programs and operations, refers telephone calls and visitors to appropriate staffor office. Establishes, updates, and maintains office records of various types. Uses a variety of automatedsystems (e.g., recordsmanagement, electronic forms, electronic publications library, time and attendance, etc.) andnonautomated to performvarious clerical duties. Calculates, collects, records and delivers monies for services. Prepares a wide variety of recurring and nonrecurring correspondence, reports and other documents in support of the incoming funds. Calculates fees and charges for services, collects these fees and records them as appropriate to meet required funds controls.

Qualifications

In order to qualify, you must meet the specialized experience requirements described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Clerical and Administrative Support positions. SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower grade GS-04, or equivalent in other pay systems. Examples of specialized experience includes knowledge of various office automation software processing procedures and function keys and the similarities and differences among software types to produce a wide range of documents, such as graphics or tables within text, to edit and reformat electronic drafts, and to update and revise existing databases or spreadsheets and knowledge of standard office equipment, such as electric/electronic typewriters, copiers, fax machines, and office automation systems to perform a substantial range of office automation support. OR EDUCATION: Four years of education above the high school level obtained in an accredited business, secretarial or technical school, junior college, college, or university. NOTE: You must submit a copy of your transcripts. OR COMBINATION OF EXPERIENCE AND EDUCATION: A combination of education and experience as described above may be used to qualify for this position. NOTE: You must submit a copy of your transcripts. KNOWLEDGE, SKILLS AND ABILITIES (KSAs): Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities and/or competencies in the following areas: Knowledge of various office automation software programs, tools, and techniques to support office operations and produce a variety of documents, such as letters, reports, spreadsheets, databases, and graphs. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports. Knowledge of format, rules, procedures and operations applicable to clerical assignments to prepare/review routine correspondence/reports, screen telephone calls and visitors, maintain files/records, review and process mail, and perform clerical procedures to arrange a variety of material from different sources and other administrative work of organization. Skill in typing; a qualified typist is required. Ability to locate, assemble, and compose information for routine reports, inquiries, and nontechnical correspondence. Ability to communicate effectively, both orally and in writing, using tact and courtesy. 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 qualifying experience, including volunteer experience. OTHER CONDITIONS OF EMPLOYMENT: This position has been identified as having "regular contact with children". In accordance with (IAW) Public Law 101-647 Section 231, and Public Law 102-190, Section 1094, a FBI fingerprint and State Criminal History Repository (SCHR) Check will be completed on any person selected for this position.

Education

IF USING EDUCATION TO QUALIFY: If position has a positive degree requirement or education forms the basis for qualifications, you MUST submit transcripts with the application. Official transcripts are not required at the time of application; however, if position has a positive degree requirement, qualifying based on education alone or in combination with experience, transcripts must be verified prior to appointment. An accrediting institution recognized by the U.S. Department of Education must accredit education. Click here to check accreditation. FOREIGN EDUCATION: Education completed in foreign colleges or universities may be used to meet the requirements. You must show proof the education credentials have been deemed to be at least equivalent to that gained in conventional U.S. education programs. It is your responsibility to provide such evidence when applying.