Administrative Assistant
Automation and Data Systems Division

GS-35F-0533L

QUALIFICATIONS:   Administrative Assistants must have demonstrated knowledge of internal processes of the Institute, especially those that relate to the Automation and Data Systems Division activities. They should have a thorough knowledge of correspondence protocol, modern office management practices and principles, computer software, Institute and division policies and procedures, and the ability to interpret them to individuals who inquire. They should have the ability to work independently in the absence of specific instructions on a number of tasks with a high degree of speed in the organizational skills. Existing staff should have a high school education or equivalent with ten years experience in related positions. Ten to twelve years of outside experience are required for new employees. 

RESPONSIBILITIES:  Administrative Assistants are senior administrative support positions in most departments and usually report to the department director. Individuals at this level have widely varying tasks depending on the organization of the department or division. The tasks normally include providing advanced secretarial support to senior management, supervising junior clerical staff, and administering various division or department support activities. 

The Administrative Assistant in the Automation and Data systems Division often performs the following functions: 

• Serves as an advisor to administrative support staff within subordinate departments and provides career guidance to junior Administrative Assistant staff. 
• Anticipates and obtains needed background information when the supervisor's involvement is necessary. 
• Anticipates supervisor's need for information and collects, analyzes, and organizes the information as necessary. 
• Uses judgment in determining supervisor level of involvement in matters related to the work group. 
• Refers matters requiring action to others when issues can be settled independently. 
• Meets and deals with clients, staff, etc., and in the supervisor's absence, may, within delegated limits, give information or initiate action on behalf of the supervisor. 
• Conserves the superior's time by accomplishing appropriate actions without the superior's direct involvement. 
• Directs the activities and administrative protocols followed by clerical and secretarial staff within the work group.

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