Secretary

Secretary

GS-0318

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

Bureau of Indian Affairs
Bureau of Land Management
Bureau of Ocean Energy Management
Bureau of Reclamation
Bureau of Safety and Environmental Enforcement
Department of the Interior Offices
National Park Service
Office of Surface Mining Reclamation and Enforcement
U.S. Fish and Wildlife Service
U.S. Geological Survey

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 theĀ 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

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Strengths by Level

Entry 1-4
Mid 5-6
Journey 7-8
Senior 9-10
  • Attention to Detail
    Is thorough when performing work and conscientious about attending to detail.
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    Entry 1-4
    Mid 5-6
    Journey 7-8
    Senior 9-10
  • Customer Service
    Works 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.
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    Entry 1-4
    Mid 5-6
    Journey 7-8
    Senior 9-10
  • Decision Making
    Makes 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.
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    Entry 1-4
    Mid 5-6
    Journey 7-8
    Senior 9-10
  • Flexibility
    Is 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.
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    Entry 1-4
    Mid 5-6
    Journey 7-8
    Senior 9-10
  • Interpersonal Skills
    Treats others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations.
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    Entry 1-4
    Mid 5-6
    Journey 7-8
    Senior 9-10
  • Organizational Awareness
    Knows 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.
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    Entry 1-4
    Mid 5-6
    Journey 7-8
    Senior 9-10
  • Problem Solving
    Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.
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    Entry 1-4
    Mid 5-6
    Journey 7-8
    Senior 9-10
  • Reasoning
    Identifies rules, principles, or relationships that explain facts, data, or other information; analyzes information and makes correct inferences or draws accurate conclusions.
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    Entry 1-4
    Mid 5-6
    Journey 7-8
    Senior 9-10
  • Teamwork
    Encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals.
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    Entry 1-4
    Mid 5-6
    Journey 7-8
    Senior 9-10
  • Writing
    Recognizes 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.
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    Entry 1-4
    Mid 5-6
    Journey 7-8
    Senior 9-10

Common Pathways

Candidates who made this career change most commonly held these occupations...

65.8%

Miscellaneous Clerk and Assistant

See Position Details
9.7%

Office Automation Clerical And Assist

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3.1%

Mail And File

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Less Common Pathways (<2%)

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."