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Secretary (Office Automation) job

Federal Aviation Administration jobs



Company Description

Since the last 50 years, the Federal Aviation Administration (FAA) is developing the safest and reliable air transportation system in the world. The FAA is working with federal and industry partners to develop a system that fully accommodates changing needs of businesses and customers in the 21st century. The FAA issues and enforces regulations and minimum standards for operating and maintaining aircraft wherein it operates a network of airport towers, air route traffic control centers, and flight service stations traffic. The FAA maintains systems to control voice and data communications equipment, radar facilities, computer systems, and visual display equipment at flight service stations. It registers aircraft and records documents of aircraft and administers aviation insurance programs. The FAA helps in developing aircraft, engines, and equipment and conduct aeromedical research and regulate and encourage the U.S. commercial space transportation industry. Atop, the company conducts research and develops systems for safe and effective air navigation and air traffic control.

Job Description

Secretary (Office Automation) ============================= ##### Department of Transportation Federal Aviation Administration ##### Engineering Services, Terminal Eng Center - SEA B, AJW-2W11B Overview -------- - ##### Open & closing dates 05/17/2019 to 06/06/2019 - ##### Service Excepted - ##### Pay scale & grade FV E - ##### Salary $44,003 to $66,005 per year Salary includes locality of 26.04% for Des Moines, Washington. - ##### Appointment type Permanent - ##### Work schedule Full-Time Location -------- 1 vacancy in the following location: - Des Moines, WA ##### Relocation expenses reimbursed No ##### Telework eligible Yes as determined by agency policy - Duties ------ ### Summary Secretary for Terminal Eng Center - SEA B, AJW-2W11B. Learn more about this agency ### Responsibilities Performs basic tasks in support of a professional, technical, or specialized occupation under the close direction of a manager, project/program manager, team leader, or more experienced employee. Assists managers and other employees in day-to-day operations. Applies basic knowledge and limited experience to perform assigned tasks to include the following: Keeps supervisor's calendar and schedules appointments. Receives and distributes mail. Receives visitors and telephone calls, referring them to the appropriate personnel or office. Makes travel arrangements, maintains time and attendance records using CASTLE for manger and staff. Schedules and attends staff meetings and prepares minutes. Regularly coordinates with a manager, project/program manager, team leader, or more experienced employee to plan time, prioritize tasks, and use assigned resources. Works closely with the Center/Group Manager and staff in providing administrative advice and assistance to all. May assist with other Secretaries and Managers to modify existing office processes and procedures to improve efficiency. Serves as relief for the Lead Secretary during their absence. Uses a variety of office automation software in support of the organization. Performs property inventory. Ensures that office handbooks, orders, directives are maintained and current. Maintains and revises all filing systems; requisitions office· supplies, equipment, publications, and performs similar office maintenance duties. Prepares and reviews outgoing correspondence for grammatical correctness and adherence to FAA policy prior to signature. Maintains a broad understanding of organization activities and responsibilities to support multiple programs and /or functional team. May assist with monitoring the status of program activities, including expenditures, so as to identify and inform managers of problems or issues that require attention. May enter fiscal data, tracks, reconciles and reviews data using a variety of automation tools such as Delphi, US Bank, Castle, Travel (E2), PRISM, AITS, and other relevant databases/software. Contacts are primarily internal to the organizational unit and major subdivision, but may have a significant external component. Internal contacts typically are with managers and other employees to share information and/or discuss the statuses of assigned tasks. External contacts typically are with customers and other parties on routine matters that relate to the professional or technical occupation being supported. Established policies/procedures provide guidance for almost all tasks, but provide some discretion for the employee to select the most appropriate approach(es). Works under general instructions provided by a manager, project/program manager, team leader, or more experienced employee. Frequently refers problems and work issues to a manager, project/program manager, team leader, or more experienced employee when guidelines are not available or applicable. May assist in developing and recommending solutions on some occasions. Work is reviewed frequently at major stages of assigned tasks and at completion to ensure timeliness and alignment with requirements of projects and/or work activities. Work activities typically support the work of other employees and contribute to the activities of the organizational unit and major subdivision. ### Travel Required 25% or less - The job may require up to 25% travel. ##### Supervisory status No ##### Promotion Potential NA - #### Job family (Series) 0318 Secretary #### Similar jobs - Office Secretaries - Secretaries, Office - Requirements ------------ ### Conditions of Employment - US Citizenship is required. - Selective Service Registration is required for males born after 12/31/1959. - Must submit an SF50 (See Required Documents) - Some, none or all applicants may be interviewed. ### Qualifications To qualify for this position at the **FV-E Band (FG/GS - 7/8)**, you must demonstrate in your application that you possess one year of specialized experience at the next lower level, FV-D Band (FG/GS – 5/6). Examples of specialized experience include: maintaining manager’s calendar; receiving and screening calls; making travel arrangements; arranging meetings and conferences; reviewing/editing correspondence; composing letters/memos; maintaining files and records; and researching, interpreting, and applying regulations pertaining to administrative programs. Applicants should include examples of general and/or specialized experience in their work history. Please ensure you answer all questions and follow all instructions carefully. Errors or omissions may impact your rating or may result in you not being considered for the job. Qualifications must be met by the closing date of this vacancy announcement. ### Education Preview Job Questionnaire Make sure your resume includes detailed information to support your qualifications and answers to the job questionnaire. ### Additional information We may use this vacancy to fill other similar vacant positions. Position may be subject to a background investigation. A one-year probationary period may be required. The person selected for this position may be required to file a financial disclosure statement within 30 days of entry on duty. FAA policy limits certain outside employment and financial investments in aviation-related companies. Applicants must apply on-line to receive consideration for this vacancy announcement. Faxed, mailed or e-mailed applications cannot be accepted. If you need to submit additional documents to supplement your on-line application, e.g. transcripts, SF-50, or veterans' documentation, you may upload these documents with your application in USAJOBS. Supplemental documentation can also be faxed to (206) 231-4150 on or before the closing date of this announcement. Please include your name and the vacancy announcement number on each of your faxed pages and redact all Personally Identifiable Information (PII), such as social security number and date of birth. As a part of the Federal-Wide Hiring Reform Initiative (streamlining the hiring process), the FAA is committed to eliminating the use of the Knowledge, Skills and Ability (KSA) narratives from the application in the hiring process for all announcements. Therefore, as an applicant for this announcement, you are NOT required to provide a narrative response in the text box listed below each KSA. In lieu of providing a KSA narrative response in the text box listed below each KSA in your work history, please include WORK HISTORY THAT DESCRIBES HOW YOU MEET THE ANSWER YOU CHOSE FOR EACH KSA. Your work history examples should be specific and clearly reflect the highest level of ability. Your KSA answers will be evaluated further to validate whether the level that you selected is appropriate. Your answers may be adjusted by a Human Resource Specialist as appropriate. Eligible applicants meeting the minimum qualification requirements and selective factor(s), if applicable, may be further evaluated on the KSA listed in the announcement. Based on this evaluation, applicants will be placed in one of the following categories: score order, category grouping, or priority grouping and referred to the selecting official for consideration. This position is covered by the FAA Core Compensation plan. Additional information about Core Compensation is available on the following website: http://jobs.faa.gov/FAACoreCompensation.html. The FAA is an excepted service agency. This is a bargaining unit position. **Links to Important Information:** Locality Pay , COLA ### How You Will Be Evaluated You will be evaluated for this job based on how well you meet the qualifications above. **IMPORTANT:** Applicants may be rated on the extent and quality of experience, education, and training relevant to the duties of the position(s). All answers provided in the on-line process must be substantiated. Ensure that your application package/resume supports your responses. ### Background checks and security clearance ##### Security clearance Other ##### Drug test required No - Required Documents ------------------ Please ensure your submitted SF-50 includes all required information. If you are an FAA employee, you MUST provide a copy of your SF-50 (Notification of Personnel Action) containing information in Blocks 15, 17, 18, 19, 22, and 24 so it can be used to verify your position title, series, grade, tenure, and organization of record by the closing date of the announcement. You may fax your SF-50 or upload it into the on-line application. If faxing the SF-50, please ensure you include the vacancy announcement number on the faxed copy. If you are an FAA employee, you can access and print your SF-50 from the eOPF system https://eopf.opm.gov/dot/. #### If you are relying on your education to meet qualification requirements: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating. - Benefits -------- A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits. Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered. - How to Apply ------------ You must apply online to receive consideration. Your application must have a status of **"Received"** by 11:59 PM **Eastern Time** on the Close Date for it to be accepted. If you are applying for positions associated with FAA registers, your application must have a status of **"Received"** each time a referral list is created in order to receive consideration for positions associated with register. **IN DESCRIBING YOUR WORK EXPERIENCE AND/OR EDUCATION, PLEASE BE CLEAR AND SPECIFIC REGARDING YOUR EXPERIENCE OR EDUCATION.** **We strongly encourage applicants to utilize the USAJOBS resume builder in the creation of resumes.** **Please ensure EACH work history includes ALL of the following information:** - Job Title (include series and grade if Federal Job) - Duties (be specific in describing your duties) - Employer's name and address - Supervisor name and phone number - Start and end dates including month, day and year (e.g. June 18 2007 to April 05 2008) - Full-time or part-time status (include hours worked per week) - Salary **Determining length of General or Specialized Experience is dependent on the above information and failure to provide ALL of this information may result in a finding of ineligible.** You may upload completed documents to your USAJOBS Account. This will provide you the opportunity to utilize the uploaded information again when applying for future vacancies. Please see this guide, Document Upload Guide, for more information on uploading and re-using the documents in your applications. ### Agency contact information ### Josh Harrison ##### Phone (206) 231-4042 ##### Fax (206) 231-4150 ##### Email Joshua.Harrison@faa.gov ##### Address Federal Aviation Administration ANM Regional HR Services Division 2200 S. 216th St. AHF-W200 Des Moines, WA 98198 US Learn more about this agency ### Next steps Candidates for FAA positions are evaluated using our Automated Vacancy Information Access Tool for Online Referral (AVIATOR) system. AVIATOR compares your skills and experience as described in your application with the requirements of the position. If you are found to be an eligible, highly-qualified candidate, you will be referred to the selecting official for further consideration. (In some cases, individuals with priority for special consideration must be considered and selected before other candidates.) Whether or not you are contacted for an interview depends upon the location of the position and the judgment of the selecting official. **Important** - If you make any change to your application, you must resubmit it. If you change your application and do not resubmit it, your changes will not be considered part of your application package, and your previous application will be considered. All qualified applicants will be considered regardless of political affiliation, race, color, religion, national origin, gender, sexual orientation, marital status, age, disability, or other non-merit factors. DOT provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify us. Decisions on granting reasonable accommodation will be made on a case-by-case basis. Additional information on reasonable accommodations procedures or on EEO Programs is available on Office of Civil Rights (ACR) or by contacting the local FAA Civil Rights Office. - Fair & Transparent ------------------ The Federal hiring process is setup to be fair and transparent. Please read the following guidance. ### Equal Employment Opportunity Policy The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. - Equal Employment Opportunity (EEO) for federal employees & job applicants ### Reasonable Accommodation Policy Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits. Under the Rehabilitation Act of 1973, federal agencies must provide reasonable accommodations when: - An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job. - An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace. - An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events. You can request a reasonable accommodation at any time during the application or hiring process or while on the job. Requests are considered on a case-by-case basis. Learn more about disability employment and reasonable accommodations or how to contact an agency. #### Legal and regulatory guidance - Financial suitability - Social security number request - Privacy Act - Signature and false statements - Selective Service - New employee probationary period This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/534033100. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.


  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Create, maintain, and enter information into databases.
  • Use computers for various applications, such as database management or word processing.


  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Active ListeningGiving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • SpeakingTalking to others to convey information effectively.


  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal ServiceKnowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Federal Aviation Administration






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