US Citizen, existing Public Trust preferred
• Based on a knowledge of the supervisor’s views, composes correspondence on own initiative about administrative matters and general office policies for supervisor’s approval;
• Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered;
• Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff;
• Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions;
• Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc.
• Shifts clerical staff to accommodate workload needs.
• Uses greater judgment and initiative to determine the approach or action to take in non-routine situations. Interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations.
• Receive visitors and phone calls, ascertaining the nature of requests and directing callers
to the appropriate staff, or personally providing the information by referencing established and known policies;
• Distribute mail and messages, recording the receipt, suspense, and completion dates as appropriate;
• Review incoming mail and segregate that which the incumbent is authorized to respond to personally (e.g. invitations, speaking engagements), from that which needs to be retained for the Deputy Chief/Associate Deputy Chief’s personal attention;
• Follow-up to ensure appropriate and timely action is taken, resulting in significant reduction of non-essential materials reaching the Deputy Chief/Associate Deputy Chief(s) while ensuring relevant parties receive critical information;
• Work with other executive assistants and administrative support staff in NFS to handle correspondence and reports;
• Use the electronic meeting scheduling system to reserve meeting/conference facilities;
• Print daily schedules, briefing papers, and reports for the Associate Deputy Chief(s);
• Review outgoing correspondence, reports, and other written materials for format, grammar, and punctuation and removing typographical errors;
• Work with and advise NFS office staff on matters affecting the process and flow of information;
• Perform follow-up from the Associate Deputy Chief(s) regarding meetings, updates to schedules, tracking correspondence, or communicating with other Executive Assistants; Communicate with internal and external sources to gather data using tact and diplomacy;
• Prepare confidential and sensitive correspondence for Assistant Deputy Director(s);
• Proficiently utilize Forest Service systems and software (e.g. Mercury, Box, ECMM);
• File documents and correspondence in both electronic and hard-copy filing systems;
• Provide completed staff work on special project assignments for the Associate Deputy Chief(s) as needed;
• Brief Associate Deputy Chief(s) on vital issues of interest to the NFS to ensure policy and program continuity;
• Take immediate corrective action to ensure continuity in communications, as needed;
• Develop data and information needed by the Associate Deputy Chief(s) to make decisions and develop answers to significant policy and procedural matters (cont.);
• Process travel vouchers;
• Arrange travel through the electronic travel system;
• Assemble information and presenting it to the Associate Deputy Chief(s) upon return from travel;
• Manage the Associate Deputy Chief(s) itinerary to meet the essential commitments for overall management of the deputy area.
• Ability to work independently using judgement to establish priorities, resolve problems, and plan and organize work in support of the office mission;
• Ability to organize various tasks and maintain productivity by responding to unplanned priorities;
• Familiarity with clerical and administrative procedures and requirements;
• Proficiency in using laptop computers and software, including the Microsoft Office Suite (e.g. MS Word, MS PowerPoint, MS Excel);
• Proficient in using telephone conferencing and video-teleconferencing equipment, high volume copiers and scanners, and other office equipment and software (e.g. Adobe Connect);
• Knowledge of spelling, punctuation, and syntax sufficient to identify and correct grammatical errors and communicate effectively in writing;
• Ability to interact professionally with the public; and,
• Ability to successfully completion of the Information Security Awareness Exam required to access the USDA network.