Secretary
Position Overview
DOI offices rely on excellent administrative support to accomplish important work every day. Secretaries apply their organizational skills and leverage their knowledge of the program and mission to represent the office and provide guidance and information.
This position is represented at the following bureaus
Candidate Description
The ideal candidate is a dependable, skilled communicator who is customer-focused and detail-oriented. The flexibility to adapt and multitask while managing shifting priorities is required.
Work Environment
Work is performed in an office setting.
Minimum Education Requirements
Please see the Clerical and Administrative Support Group Qualification Standard on the OPM website.
Career Level Requirements
Responsibilities by Level
Entry:
- Maintaining office files and records
- Receiving and referring visitors, callers, and email inquiries to the appropriate person/office
- Preparing forms from samples or templates
- Reserving rooms and equipment for meetings
Mid:
- Receiving visitors, callers, and email inquiries and respond with routine or nontechnical information
- Drafting correspondence, forms, and documents of various types based on samples, templates, or general information available; Creating and maintaining office databases, shared drives, and spreadsheets
- Reviewing and correcting outgoing correspondence or forms
- Making travel and meeting arrangements
- Monitoring office supplies and ordering supplies as needed
Journey:
- Researching, assembling, and summarizing information from office files or other sources
- Organizing office filing/record systems to ensure compliance with agency requirements; Requisitioning or purchasing office supplies or equipment
- Tracking controlled correspondence and following up to resolve delays
- Gathering and collating information requested from data calls
- Updating and advising others on administrative procedures
Senior:
- Training, guiding, and managing clerical/administrative support in subordinate offices
- Recommending and developing improvements to administrative procedures
- Coordinating work and acting as a liaison with other offices
- Arranging conferences and high-level meetings
- Researching and preparing background papers, speeches, and reports
Strengths by Level
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Attention to DetailIs thorough when performing work and conscientious about attending to detail.Show Tool TipEntry 4Mid 5-6Journey 7-8Senior 9-10
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Customer ServiceWorks with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.Show Tool TipEntry 4Mid 5-6Journey 7-8Senior 9-10
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Decision MakingMakes sound, well-informed, and objective decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals; causes change.Show Tool TipEntry 4Mid 5-6Journey 7-8Senior 9-10
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FlexibilityIs open to change and new information; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with ambiguity.Show Tool TipEntry 4Mid 5-6Journey 7-8Senior 9-10
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Interpersonal SkillsTreats others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations.Show Tool TipEntry 4Mid 5-6Journey 7-8Senior 9-10
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Organizational AwarenessKnows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization.Show Tool TipEntry 4Mid 5-6Journey 7-8Senior 9-10
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Problem SolvingIdentifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.Show Tool TipEntry 4Mid 5-6Journey 7-8Senior 9-10
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ReasoningIdentifies rules, principles, or relationships that explain facts, data, or other information; analyzes information and makes correct inferences or draws accurate conclusions.Show Tool TipEntry 4Mid 5-6Journey 7-8Senior 9-10
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TeamworkEncourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals.Show Tool TipEntry 4Mid 5-6Journey 7-8Senior 9-10
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WritingRecognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience.Show Tool TipEntry 4Mid 5-6Journey 7-8Senior 9-10
Common Pathways
Candidates who made this career change most commonly held these occupations...
Miscellaneous Clerk and Assistant
Office Automation Clerical And Assist
Mail And File
- 0086 - Security Clerical And Assistance
- 0090 - Guide
- 0343 - Management and Program Analysis
- 0344 - Mgmnt And Program Clerical And Assistance
- 0356 - Data Transcriber
- 0401 - Natural Resources Management and Biological Sciences
- 0404 - Biological Science Technician
- 0503 - Financial Clerical And Assistance
- 0525 - Accounting Technician
- 0561 - Budget Clerical And Assistance
- 0965 - Land Law Examining
- 0986 - Legal Assistance
- 1087 - Editorial Assistance
- 1101 - General Business and Industry
- 1106 - Procurement Clerical And Technician
- 1371 - Cartographic Technician
- 1603 - Equipment,facilities And Services Asst
- 1712 - Training Specialist
- 2005 - Supply Clerical and Technician
- 2102 - Transportation Clerk And Assistant
- 2151 - Dispatching
- 3566 - Custodial Working
Where We Are
DOI employs people at more than 2,400 locations across the United States and territories. Use the Position Locator tool to see where current DOI employees work. To check for job opportunities, scroll down and click "See jobs on USAjobs.gov."