The AM Agency
Secretary III

Secretary III

US Citizen, existing Public Trust preferred

Tasks

• 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.

Skills

• 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.

Job Category: Business Professional
Job Type: Full Time
Job Location: Washington DC

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