Sekretaer/in (EDV-Anwender/in) Landstuhl, Germany Ausschreibungsbereich Current INTERNAL Local National Employees throughout Germany. This covers all current Local National employees of the U.S. Forces in Germany, including U.S. Army & Air Force Exchange Service (AAFES)-Europe within Germany Hauptaufgaben Incumbents of this position are normally assigned to provide secretarial services at directorate or equivalent office level. This individual will administratively assist a Deputy Commander within LRMC. Based on a thorough knowledge of the organization, functions and programs under the supervisor's control, participates actively in the management of the office. Serves as administrative control point for LN and GS Civilian Timecards for the department, checks daily attendance, annotates annual leave and absence records accordingly. Prepares monthly time sheets for all civilian employees, assists in the requests for TDY travel (travel orders, travel vouchers). Position requires language skills to be able to translate German to English and vice versa. Knowledge of medical terminology is required in this position. Participates as a recorder, in staff meetings, quality assurance meetings, physician's meetings, etc; takes notes and prepares minutes of meetings for the director's review. Arranges conferences and meetings, as required, including location, time, agenda, attendance, etc. The incumbent participates actively in the management of the office by performing routine administrative and miscellaneous clerical work. Based on a good working knowledge of the organization and substantive programs under the supervisor's control the incumbent resolves problems associated with the administrative and clerical work of the office. Utilizes office automation equipment such as Office 365 software to enter, create and edit office correspondence; to format documents and reports; to enter provided data into a database; to print predefined database products. Uses software standards to send correspondence by electronic mail. Receives calls; greets visitors, and directs to staff members only those contacts needing their attention or action. Takes care of routine matters, and on the basic of knowledge of the programs or operations, refers other inquiries to appropriate personnel. Personally responds to routine and non-technical requests for information such as status of reports, suspense date for matters requiring compliance, and similar information readily available from files. Places local and long distance calls for office personnel. Maintains supervisor's calendar and schedules appointments based on knowledge of supervisor's interest and commitments. Composes correspondence on administrative support or clerical functions of the office. Composes routine correspondence on other subjects as outlined in regulations and procedures or specifically requested by supervisor. Reads outgoing correspondence for procedural and grammatical accuracy, Coordinates required corrections or modifications with originator(s). Receives and reviews all office incoming mail. Determines which items should be brought to the attention of the supervisor as opposed to those that should be sent directly to other appropriate personnel for action. Reviews outgoing mail for enclosure, dates, signature, complete addresses and destinations. Maintains suspense records on all correspondence and action documents and follows up to ensure timely response(s) or action(s). Uses word processing software to input/edit correspondence, reports which include a wide variety of technical terminology; formats/prints [through use of automation printing equipment] to final form in accordance with regulatory requirements. Types from draft or voice recorder such documents as travel orders, work requests, personnel actions and other types of documentation not formatted to automation input or database. Use reference sources such as technical dictionaries, correspondence regulations and manual/automated spell checks to assure proper arrangements, grammatical and spelling accuracy of the final copy. Reads directive and instructional material pertaining to administrative practice and clerical procedures applies now, revised, or amended practices/procedures processing correspondence, travel vouchers, mail, reports and forms, filing, and security matters. As required, provides guidance and assistance on applicable procedures, instructions and regulations to other clerical personnel assigned to the organization. Works with division secretary to provide overlapping coverage of both offices during absences. Performs other duties as assigned. Qualifikationsanforderungen Explanations to the E&T Levels (Education & Training Levels) can be found at the following link: https://portal.chra.army.mil/mnrs?sys_id0a86e971cd2d2d10aaffb5ebb50f5ac9&viewsp&idmnrs_kb_article&tablekb_knowledge C-5: E&T Level I: 2 years of creditable experience as defined in A below PLUS 1 year of experience as defined in B below. Current employees who do not meet E&T Level I and who are not in the same or similar occupation must have 2 additional years of creditable experience as described in A below. E&T Level II: 1 year of creditable experience as defined in A below PLUS 1 year of experience as defined in B below. E&T Level III and above: No additional experience required. Current employees who have served one year in the same or similar occupation are qualified for the next higher grade. Experience A: Included clerical work in an office or store, working with computers, bookkeeping, making and recording inventories, telephone marketing, arranging for events or as a cashier, etc. Experience B: Experience in the same or similar line of work as the job for which considered. The experience must demonstrate that the applicant possesses the particular knowledge, skills and abilities required in the position. The predominant experience must have been gained at a comparable level of difficulty to the position to be filled. Auswahlkriterien auswählen LANGUAGE PROFICIENCY LEVEL: English AND German Language Proficiency Level C1 required. You may test yourself for free at one of the various online providers, who offer tests under the 'Common European Framework of Reference for Languages' (CEFR). C1 Understand a wide range of longer and more demanding texts or conversations. Express ideas without too much searching. Effectively use the language for social, academic or professional situations. Create well-structured and detailed texts on complex topics. Description of the Language Levels: https://portal.chra.army.mil/mnrs?sys_id13a66d71cd2d2d10aaffb5ebb50f5aa0&viewsp&idmnrs_kb_article&tablekb_knowledge Experience with the use of common software and computer systems, carrying out routine office work (Office Automation) is required. Knowledge of Basic Medical Terminology required. Beschäftigungsbedingungen This is a permanent full-time position (38.5 hours/ week). Relocation expenses are not authorized. THIS CONCERNS ALL EXTERNAL APPLICANTS: Generally, you must have been a resident in Germany for at least 12 months. Non-US citizen family members and German citizens are exempt from this requirement. Your permanent residence must be within Germany. Police Good Conduct Certificate (Polizeiliches Führungszeugnis): On initial appointment, or re-appointment after a break in service, candidates who have been selected for a position must present a police good-conduct certificate prior to appointment to the position. The applicant must obtain the certificate from the local resident registration office. The cost for the certificate is not reimbursable. Non-U.S. citizen family members, except German citizens are exempt from this requirement. Upon appointment with the U.S. Forces it is required to present two valid picture identifications to get access to the computer systems. Recognized documents are only: Personal ID (Personalausweis), Personal Travel Identification (Reisepass) and the European Union (EU) Driver's License (plastic card format). We recommend ensuring at the time of application that at least two of these documents are available or requested. Foreign National Screening (Sicherheitsüberprüfung): In accordance with U.S. Army Europe Regulation 604-1, within three days after appointment, a background check will be initiated to determine suitability for continued employment with the U. S. Forces in Germany. If results are unacceptable, employment will be terminated during the probationary period, or any time thereafter, if the background checks reveal that the employee constitutes a security risk. Foreign education may be accredited, please refer to the following websites for additional information: www.anabin.kmk.org or www.anerkennung-in-deutschland.de Furthermore, the following applies for this position: [only if required] Occasionally temporary duty travel (TDY) required. Situational telework possible.