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SECRETARY, GS-318


Essential Competencies

ENTRY LEVEL

Description: These competencies identify the Knowledge, Skills, and Abilities required for basic general office management duties including typing and reviewing various documents, serving as the office receptionist, maintaining office files, maintaining appointments and calendars; preparation of various administrative forms and processes. Work is completed with oversight and review. Questions/problems are referred to the supervisor.

I. Office Management

A. Role of office assistant
B. Correspondence procedures and processes
C. Office machine operation

II. Administrative Skills

A. Preparation of administrative forms
B. Administrative processes
C. Guidelines
D. Tracking of funds of limited accounts
E. Travel documents

Knowledge, Skills, and Abilities

Knowledge of the functions and procedures of the park/area/office

Knowledge of basic filing systems and references

Knowledge of correspondence procedures

Skill in using various software systems, i.e., word processing

Ability to operate office machines, i.e., FAX, copier

Basic knowledge of basic Federal regulations for payroll (timekeeping) procedures

Ability to complete basic travel documents following established guidelines

Ability to follow guidelines/procedures for the preparation of administrative forms

Ability to track funds for limited types of accounts using computer software

DEVELOPMENTAL LEVEL

Description: These competencies identify the Knowledge, Skills, and Abilities required to provide general office support by reviewing and routing incoming mail, drafting replies, providing information, developing calendars, producing documents in final format, providing technical supervision to limited staff; preparation of various administrative forms; tracking various types of accounts and producing financial reports. Work is completed with limited review in preparation to serve as a work unit supervisor's assistant.

I. Office Management

A.Role of office manager

II.Administrative Skills

A. Produce reports
B. Basic Federal/NPS budget processes to track funds
C. Procurement methods

Knowledge, Skills, and Abilities

Ability to organize, edit, and prepare various documents in final format

Ability to retrieve data from automated systems, i.e., financial, to produce reports

Skill in using FFS, AFSII, and other financial management programs to assist in the preparation of a budget

Knowledge of the basic Federal/NPS budget processes to track funds

Knowledge of basic procurement procedures to complete proper forms

Ability to research guidelines/procedures to prepare various administrative forms

FULL PERFORMANCE LEVEL

Description: These competencies identify the Knowledge, Skills, and Abilities required to serve as a confidential assistant by personally handling requests for information, resolving concerns and complaints, serving as a liaison between the park/office/area and representatives from other entities, and providing technical

assistance to clerical support staff; initiation and preparation of various administrative forms. Work is completed with limited review; may "speak" for supervisor in relaying information, making appointments, gathering or disseminating information.

I. Office Management

A. Role of confidential assistant
B. Diplomacy
C. Technical assistance

II. Administrative Skills

A. Analyze data
B. Basic Federal/NPS budget process in formulating a budget
C. Research and interpret guidelines

Knowledge, Skills, and Abilities

Ability to maintain good working relationship with a diverse workforce, customers, visitors

Ability to lead and provide instruction to a clerical support staff

Ability to maintain confidentiality

Skill in managing changes in procedures and processes

Ability to develop and track a budget using automated financial systems i.e., FFS, AFSII

Ability to retrieve and analyze data, i.e., from AFSII, and produce reports and recommendations based upon the analysis

Ability to research and interpret guidelines for the initiation and preparation of various administrative forms

National Park Service
Training and Development Division
Essential Competencies
secretry.htm

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