PD 2 GS-0318-05 Updated 30 Apr 18.doc

STANDARD CORE PERSONNEL DOCUMENT

Number: 9G097

AIR FORCE STANDARD CORE PERSONNEL DOCUMENT (SCPD)

ORGANIZATION:

SCPD NUMBER:

9G097

SUPV LEVEL CODE:

COMP LEVEL CODE:

K09A

TARGET GRADE:

FLSA:

DRUG TEST:

See Notes to Users

CAREER FIELD ID:

U

SENSITIVITY:

CENTRALLY MANAGED TYPE:

EMERGENCY ESS:

See Notes to Users

BUS:

KEY POSITION:

See Notes to Users

POSITION HIST:

See Note(s) to Users

MISSION ESS: See Notes to Users

CLASSIFICATION: Secretary (Office Automation), GS-0318-04

DUTY TITLE:

ORG & FUNC CODE:

PPP OPTION CODE:

OAA Office Automation

DEVELOPED AND CLASSIFIED BY THE AIR FORCE SCPD LIBRARY, 5/12/97

CLASSIFICATION CERTIFICATION: SCPD adequately and accurately reflects the local work situation to meet classification, staffing, and management purposes.

CLASSIFIER’S SIGNATURE

DATE

SUPERVISOR’S CERTIFICATION: I certify that this SCPD is an accurate statement of the major duties, knowledges, skills, and abilities, responsibilities, physical requirements of this position and its organizational relationships. The position is necessary to carry out government functions for which I am responsible. This certification is made with the knowledge that this information is to be used for statutory purposes relating to appointment and payment of public funds and that false or misleading statements may constitute violations of such statutes or their implementing regulations.

SUPERVISOR’S SIGNATURE

DATE

PURPOSE OF POSITION AND ORGANIZATIONAL LOCATION:

The primary purpose of this position is: To serve as the principal office assistant performing various clerical and administrative duties in support of the organization, performing office automation support using multiple automated programs and software such as databases, spreadsheets, and graphics in support of the clerical and administrative work.

The position is located in an organization that is of limited complexity. Although the organization may include several subordinate sections or subgroups which are similar in subject matter, the supervisor directs the staff primarily through face-to-face meetings and internal procedural and administrative controls are simple and informal. There are few complicated problems of coordination that require a system of formal reporting procedures and controls.

The organizational location of this position is:

ORGANIZATIONAL GOALS OR OBJECTIVES:

DUTY 1:

Critical

Prepares a wide variety of recurring correspondence, internal reports, and other documents from information obtained from the staff, files, and other sources and reviews and finalizes documents prepared by others. Composes routine, nontechnical correspondence, such as requests for information. Prepares scheduled reports from information readily available in office files. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Consolidates and finalizes information for various reports in accordance with established reporting procedures and instructions from the supervisor. Upon request gathers information from files and documents for supervisor’s use in responding to inquiries. Coordinates/forwards correspondence to appropriate internal office.

KSA: 1, 2, 3, 4, 5, 6

DUTY 2:

Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens incoming mail to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, or rerouted to other organizations/offices. Maintains control records on incoming correspondence and action documents; notifies staff member when due date is near to ensure timely reply; and brings to supervisor’s attention those that cannot be met by requested dates. Reviews outgoing correspondence for procedural and grammatical accuracy and conformance with general policy. Ensures coordination procedures are followed.

KSA: 1, 5, 6

DUTY 3:

Receives telephone calls, greets visitors, ascertains the nature of the call or visit, and provides complete and clear information that addresses most routine or procedural issues. Based on general knowledge of the organization, refers telephone callers and visitors to appropriate staff or office. Personally answers routine, nontechnical requests for information such as status of reports, suspense dates, and similar readily available information. Determines which of established alternatives to use to resolve complaints/problems. Provides follow-up on requests for information.

KSA: 1, 4, 5

DUTY 4:

Maintains supervisor’s calendar, scheduling appointments and meetings, including those involving staff from outside the immediate office, in accordance with supervisor’s instructions. Schedules appointments and meetings and coordinates with the supervisor as necessary. Informs supervisor of conflicts, reschedules appointments, and contacts other people to attend meetings in lieu of supervisor per supervisor’s instructions. Based on information provided by supervisor concerning the purpose of meetings and people to attend, makes necessary arrangements such as location, time, contacting participants, and ensuring all required materials and services are provided.

KSA: 1, 4, 5, 6

DUTY 5:

Performs other clerical and administrative work in support of the office/organization. Establishes, updates, and maintains office records of various types that may be needed or will assist in the efficient operation of the office. Maintains, purges, and disposes of office records/files in accordance with established regulations and procedures. Assists staff in locating and selecting the appropriate guidelines, references, and procedures for application to specific cases. Fills out various travel forms for staff members. Prepares, consolidates, submits, and maintains time and attendance records in accordance with established procedures. Requisitions office supplies, printing support, and related materials/services. Updates tracker or suspense files as required. May serve as liaison between the supervisor and subordinate units. May be responsible for the receipt, control, logging, safekeeping, and necessary action on classified materials.

DUTY 6:

Uses multiple office automation software with varied functions to produce a wide range of documents, formats, etc. Specific processing functions involved require a varying number and sequence of steps and use of different functions from one assignment to another. Uses word-processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters; uses existing database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphic software to provide graphs and charts for reports and presentations. Independently carries out familiar assignments in accordance with previous instructions, standard procedures for creating documents, or entering or retrieving data, and established use of software packages. Recognizes differences in existing procedures and applications and makes choices from among established alternatives. Steps and procedures differ in terms of the type of document or specific report to be produced or edited, the specific formatting required for a document, the existence of prerecorded formats, and other differences of a factual nature. Transmits and receives documents and messages electronically using personal computers or workstations that are networked or linked to other computers or workstations.

RECRUITMENT KNOWLEDGES, SKILLS, AND ABILITIES (KSA):

1. Knowledge of rules, procedures, or operations applied to secretarial and clerical assignments to perform the routine, procedural work of the office, such as preparing and editing documents, maintaining files/records, and making and preparing travel arrangements; routine office functions to screen telephone calls and visitors, and prepare and review correspondence; and correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports.

2. Knowledge of various office automation software programs, tools, and techniques to support office operations, type and produce a variety of documents such as letters, reports, spreadsheets, databases, and graphs.

3. Skill in typing; a qualified typist is required.

4. Ability to locate, assemble, and compose routine, nontechnical information for recurring reports and inquiries.

5. Ability to communicate effectively, both orally and in writing.

6. Ability to plan, organize work and meet deadlines.

CLASSIFICATION CRITERIA:

Factor 1, Knowledge Required By The Position, Type II

Level 1-3 350 Points

-- Knowledge of an extensive body of rules, procedures, or operations applicable to clerical assignments, such as preparing various routine correspondence/reports, maintaining files/records, and reviewing and processing mail.

-- Knowledge of office functions and procedures to perform such duties as distributing and controlling mail; referring telephone calls and visitors; providing routine, nontechnical information; and coordinating the work with other offices.

-- Knowledge of correct grammar, spelling, punctuation, capitalization, and format to prepare and edit written correspondence and reports.

-- Knowledge of various office automation software processing procedures and function keys and the similarities and differences among software types to produce a wide range of documents, such as graphics or tables within text, to edit and reformat electronic drafts, and to update and revise existing databases or spreadsheets.

-- Knowledge of standard office equipment, such as electric/electronic typewriters, copiers, fax machines, and office automation systems, to perform a substantial range of office automation support. A fully qualified typist is required.

Work Situation A: The organization is of limited complexity. Although the organization may include several subordinate sections or sub-groups which are similar in subject matter, the supervisor directs the staff primarily through face-to-face meetings, and internal procedural and administrative controls are simple and informal. Within the supervisor’s organization, there are few complicated problems of coordination that require formal procedures and controls for adequate solution.

Factor 2, Supervisory Controls

Level 2-2 125 Points

The supervisor provides assignments, generally indicating what is to be done, quantity expected, deadlines, and priorities. Additional instructions are provided for new, difficult, or unusual assignments. The secretary uses initiative to perform recurring office work independently. Work is performed in accordance with established priorities and instructions. Only problems and unfamiliar situations not covered by instructions are referred to the supervisor. The supervisor assures that finished work is accurate and in compliance with instructions and established procedures.

Factor 3, Guidelines

Level 3-2 125 Points

Guidelines typically include dictionaries; style manuals; office automation tutorials and manuals; agency instructions concerning such matters as correspondence, files/records management, and the handling of classified information; and operating policies of the supervisor and organization served. The secretary locates and selects the appropriate guidelines, references, and procedures for application to specific cases, referring situations to which the existing guidelines cannot be applied or significant proposed deviations to the supervisor.

Factor 4, Complexity

Level 4-2 75 Points

The work consists of duties that involve various related steps, processes, or methods. The secretary performs a full range of procedural duties in support of the office, including such duties as requisitioning supplies, printing, or maintenance service; filling out various travel forms for staff members; arranging for meeting rooms; and preparing scheduled reports from information readily available in the files. Decisions at this level are based on knowledge of the procedural requirements of the work coupled with an awareness of the specific functions and staff assignments of the office.

Factor 5, Scope and Effect

Level 5-2 75 Points

The purpose of the work is to carry out specific procedures. The work affects the accuracy and reliability of the office and further processes, such as serving as liaison between the supervisor and subordinate units, consolidating reports submitted by subordinate units, arranging meetings involving staff from outside the immediate office.

Factor 6, Personal Contacts

Level 6-2 25 Points

Personal contacts are with employees in the same agency, but outside the immediate organization. People contacted are generally engaged in different functions, missions, and kinds of work, e.g., representatives from various levels within the agency such as headquarters, regional, district, field offices, or other operating offices in the immediate installation. Contacts may also include members of the general public, as individuals or groups, in a moderately structured setting.

Factor 7, Purpose of Contacts

Level 7-2 50 Points

Purpose of the contacts is to plan, coordinate, or advise on work efforts or to resolve operating problems. This includes contacts for purposes of clarifying or exchanging information, scheduling and arranging meetings, making travel arrangements, providing other office employees with guidance and help on applicable procedures, and ensuring reports and responses to correspondence are submitted by the staff on time.

Factor 8, Physical Demands

Level 8-1 5 Points

The work is sedentary. May require some walking, standing, bending, climbing stairs, and carrying and/or lifting of light items like papers and books. No special physical demands are required to perform the work.

Factor 9, Work Environment

Level 9-1

5 Points

The work is performed in a typical office setting, requiring the use of normal safety precautions necessary for an office environment. The work area is adequately lighted, heated, and ventilated.

Other significant facts pertaining to this position are: The incumbent must have the ability to type a minimum of 40 WPM.

CLASSIFICATION SUMMARY:

CLASSIFICATION STANDARD(S) USED: OPM Position Classification Standard for Secretary Series, GS-318, TS-34 dated January 1979; Office Automation Clerical and Assistance Series, GS-326, TS-100 dated November 1990; and Office Automation Grade Evaluation Guide, TS-100 dated November 1990.

CLASSIFICATION REMARKS:

Secretary Factor Levels and Points: 1-3/350; 2-2/125; 3-2/125; 4-2/75; 5-2/75; 6-2/25; 7-2/50; 8-1/5; 9-1/5.

GS-4 POINT RANGE: 655 - 850

TOTAL POINTS: 835

GRADE: GS-04

The office automation duties were evaluated against the Office Automation Grade Evaluation Guide as follows:

Factor Levels and Points: 1-3/350; 2-2/125; 3-2/125; 4-2/75; 5-2/75; 6-1&7-A/30; 8-1/5; 9-1/5.

TOTAL POINTS: 790

GS-04 POINT RANGE: 655 - 850

GRADE: GS-04

GS-326 work is credited with Factor Level (FL) 2-2 because the employee seeks further guidance when new or unusual office automation assignments call for deviations from established procedures or otherwise require special instructions. Factor Levels for factors 6/7 differ from the secretarial duties because personal contacts for office automation duties are limited to employees within the immediate work unit or related support units, such as points-of-contact and document originators. The purpose of the contacts is to exchange information about the assignment or methods to be used to complete the assignment.

Final Classification: Secretary (Office Automation), GS-0318-04.

NOTE(S) TO USERS:

1. An organization (including the size of the organization), in and of itself, does not determine the level credited for

Factor 1 or for any other factor of the standard. The most important consideration is the manner in which the work situation, or organizational environment, impacts upon and influences the complexity and responsibility of the secretarial position. It is important to go beyond the organizational structure, and, in fact, examine the nature and degree of interaction and administrative controls among the subordinate units and/or the need for extensive coordination of work outside of the organization.

2. Minor changes, such as adding a minor clerical/administrative task (to include those outside of the 318 Series), may be made to fit local requirements as long as the changes do not affect the classification or staffing patterns of this standard core personnel document (SCPD).

3. CFID was changed from “E” to “U” 30 Apr 18.

4. Minor changes may be made to fit local requirements as long as the changes do not affect the classification or staffing patterns of this SCPD.

5. Headquarters Air Force functional offices are active participants in development of SCPDs and unless there are significant differences in duties and responsibilities, support implementation of SCPDs to all like positions in the Air Force. SCPDs may be applied once mutually agreed upon by the supervisor and servicing classification specialist.

6. Positions covered by this SCPD must be reviewed for proper "Testing Designated Position (TDP)" coding to comply with the AF Civilian Drug Demand Reduction Program.

7. If the position has been identified as “Emergency Essential”, the following statement must be added/annotated to/in the Other Significant Facts area of the PD: “This position is emergency essential (E-E). The incumbent must meet all requirements of E-E positions and may be required, as a condition of employment, to take a series of vaccinations and annual boosters to immunize against anthrax and other diseases. During a crisis, the incumbent or designated alternate must continue to perform the E-E duties until relieved by proper authority. The same will be required to take part in readiness exercises. This position cannot be vacated during a national emergency or mobilization without seriously impairing the capability of the organization to function effectively. This meets the criteria of an E-E position and requires that the incumbent or designated alternate to be removed from any military recall status.”

8. If the position has been identified as “Key”, the following statement must be added/annotated to/in the Other Significant Facts area of the PD: “This position is designated as a key position IAW AFI 36-507. Duties of this position are essential to the accomplishment of wartime/contingency operations. Incumbents of key positions must be removed from their military recall status if alternative for filling of the position during an emergency are not available.”

9. If the position has been identified as “Mission Essential” (ME) the following statement must be added/annotated to/in the Other Significant Facts area of the PD: "This is a Mission Essential (ME) position performing a Mission Critical Function (MCF) which must continue uninterrupted after the occurrence of an emergency and continued through full resumption of all functions. IAW, DoDI 3020-42, Defense Continuity Programs."

10. SCPD was modified 28 June 2018 to remove performance plan certification and standards due to the implementation of Defense Performance Management and Appraisal Program (DPMAP), 1 Apr 17.

AFPC Free Flow Format AF Form 1003 APR 90 (COMPUTER GENERATED)

DATE: 12/21/11