Clerical
Skills/Knowledge Matrix
Core Competencies Demonstrates knowledge of/skills in Executes, produces, or participates in:
Entry-Level (GS-3/4) Requirement: Performs a variety of secretarial and administrative support functions. Many functions are performed under the direction of senior level Secretary.
# Administrative and Clerical Administrative skills Performs action item tracking
# Drafts routine memos for supervisor's concurrence
# Advises staff of project manager's policies
# Coordinates activities with other offices
# Clerical skills Types text, charts, graphs and spreadsheets
# Performs filing system maintenance
# Ensures telephone coverage
# Performs calendaring systems upkeep
# Plans meetings/conferences
# Prepares travel orders, vouchers and making arrangements
# Proofreads
# Applies content of GSFC Secretarial Handbook
# Sorts mail
# Prepares time and attendance cards
# Office Automation and Information Management Systems Software Applications Performs activities using basic office automation software, e.g., MS Word, PowerPoint, Excel, and e-mail for text, charts, graphics and spreadsheets
# Automated Systems and Equipment Uses top 10 report system, LISTS, Weekly, ASAP, Small Purchases System, fax machine, copier

Core Competencies Demonstrates knowledge of/skills in Executes, produces, or participates in:
# Mid-Level (GS-5/6) Requirement: Performs a full range of secretarial and administrative support functions. Work consists of duties that vary in subject matter, purpose, and procedures. At this level of work and development activities, the employee can apply appropriate basic policies and procedures when given specific situations based on work/developmental activities. The employee deals with many different contacts from within GSFC, NASA, other government agencies, and industry in support of the manager and staff.
# As an outcome of attending training courses, the employee can recall appropriate basic policies/procedures when given specific questions/prompts based on presentation of training material

Intermediate knowledge of, experience/proficiency in:

With a minimum of direction executes, produces, or participates in:
# Administrative Skills Mission, methods, policies, and program goals of the Directorate.
# Action tracking systems and procedures
# Administrative policies and procedures sufficient to provide/obtain necessary services to the office, e.g., security, personnel, property accountability, procurement
# Seeking ways to improve processes
# Performing action item tracking; maintaining suspense file and log of due dates to ensure timely reply or action
# Composing routine correspondence and reviewing correspondence for signature, for conformance with regulations, grammar, format, and special policies
# Preparing personnel actions/awards
# Carrying out coordination with other offices
# Acting as a liaison between the supervisor and subordinate supervisors by communicating instructions; interpreting and explaining project administrative policies; providing timely, accurate advice on procedures, reports, requirements, and other matters necessary to implement management’s views on current issues and programs
# Overseeing junior level clerical staff and advising on new policies and regulations
# Coordinating review packages
# Scheduling, planning, and coordinating meetings and conferences
# Maintaining supervisor’s calendar and scheduling appointments and meetings based upon knowledge of supervisor’s workload and overall importance
# Serving as communications link when supervisor is away from the Center and rescheduling appointments when necessary
# Establishing and maintaining supervisor’s personal file of correspondence and documentation concerning pending personnel actions, performance evaluations, and similar subjects
# Advising staff of PM's policies
# Clerical Skills/Office Automation Automation software (re: for text, charts, graphics and spreadsheets)
# Commonly used office automation software (e.g., MS Word, Power Point, Excel)
# Fax machine use
# Copier use
# Grammar, spelling, punctuation, proofreading, and required formats and procedures
# Performing a variety of activities using office automation software
# Typing text, charts, graphs and spreadsheets using a personal computer with word processing, spreadsheet, and presentation software
# Developing spreadsheets using latest available spreadsheet software package and presentations using presentation software packages
# Performing filing system design and maintenance
# Ensuring telephone coverage
# Performing calendaring systems upkeep
# Preparing travel orders, vouchers and making travel arrangements
# Proofreading
# Supervising distribution of project correspondence
# Sorting mail and reviewing incoming publications, correspondence, regulations, and directives that may affect the project
# Routing correspondence to appropriate managers or other technical personnel
# Preparing Time and Attendance cards
# Data Processing and Information Management Systems E-mail
# Top 10 Report System
# LISTS
# Weekly
# ASAP
# Small Purchases System
# Using data processing and information management systems action tracking systems, maintaining time sheets, performing internet searches, and managing office systems
# Interpersonal Skills Interpersonal skills/team building
# Oral communication
# Written communication
# Demonstrating telephone etiquette
# Communicating with members of the project, directorate staff, higher management personnel, NASA HQ personnel, domestic and foreign scientists and engineers, contractor personnel, government officials, and members of academia
# Receiving and greeting office visitors
# Exhibiting good working relationships with co-workers, the supervisor and his/her staff, and directorate personnel
# Institutional/Organizational Knowledge GSFC and NASA policies and procedures
# Understanding the organization (project and directorate)
# Understanding the purpose of the project
# Knowing the review and launch schedules
# Attending project staff meetings as a team member

Core Competencies Demonstrates knowledge of/skills in Executes, produces, or participates in:
# Senior Level (GS-7/9) Requirements: Supports basic project needs by providing PM-related inputs as required. The employee performs a full range of secretarial and administrative support functions that consist of duties that vary in subject matter, purpose, and procedures. At this level of work and development activities, the employee can apply appropriate basic policies and procedures when given specific situations based on work/developmental activities. The employee can handle a variety of situations and conflicts that requires the use of initiative to determine the best approach or methods to be used.
# As an outcome of attending training courses, the employee can recall appropriate basic policies/procedures when given specific questions/prompts based on presentation of training material
# Administrative and Clerical Administrative skills Seeks ways to improve processes
# Understands the organization (Project, Directorate, and Center)
# Has technical awareness of the purpose of the Project
# GSFC organizations sufficient to perform assignments and to respond to correspondence, phone calls, and visitors
# Knows the review and launch schedules
# Demonstrates knowledge of GSFC operations and understanding of how GSFC is integrated with various organizations within and outside NASA as they relate to clerical and administrative support functions
# Completes checklist for employees to determine whether documentation supporting GPG 3410.2C is in order to ensure compliance with ISO 9000
# Understands project manager's and staff's duties, priorities, commitments, policies, and program goals in order to perform non-routine assignments such as locating and summarizing information files and documents as required or in anticipation of supervisor
# Implements administrative policies and procedures, e.g., security, personnel, property accountability, procurement, sufficient to provide/obtain necessary services to the office
# Performs action item tracking
# Composes routine correspondence
# Prepares personnel actions/awards
# Coordinates activities with other offices
# Plans and carries out the work of the office and handles problems and deviations according to established instructions, priorities, policies, commitment, and program goals.
# Determines status of a subject or issue; correlates status with requirements or intended results; and determines proper timing, adequacy, and effect of chosen course of action
# Advises staff of PM's policies
# Demonstrates awareness of office safety and security procedures
# Uses judgment to select and apply appropriate guidelines to particular situations.
# Establishes priorities and deadlines for the day-to-day work flow based on knowledge of the overall functions and projects.
# Gathers data from several sources, correlates data, and extrapolates data based on precedent and expectations
# Ensures that the clerical and administrative aspects of the PM’s work and of subordinate organizations conform to appropriate policies and procedures
# Uses initiative to organize the workload so that work is done efficiently and quickly. Independently developing, and accomplishing secretarial and clerical duties.
# Sets priorities and deadlines for assignments and defines overall objectives
# Performs oversight of junior level clerical staff and advises staff on new procedures and regulations
# Coordinates review packages
# Clerical Skills Demonstrates proficiency in grammar, spelling, punctuation, proofreading, and required formats and procedures
# Performs filing system design and maintenance
# Uses written guidelines including computer hardware and software manuals, dictionaries, style manuals, operating instructions, computer manuals, travel instructions, etc.
# Uses copier and fax machine
# Ensures telephone coverage
# Performs calendaring systems upkeep
# Schedules, planns, and coordinates meetings and conferences
# Preparing travel orders, vouchers, and making travel arrangements
# Proofreads
# Sorts mail
# Prepares Time and Attendance cards
# Office Automation and Information Management Systems Software applications Uses advanced office automation software (e.g., MS Word, Power Point, Excel) to develop and type text, charts, graphs and spreadsheets
# Automated Systems and Equipment Demonstrates proficiency in Top 10 Report System, LISTS, Weekly, ASAP, Small Purchases System
# Uses data processing and information management systems action tracking systems, maintains time sheets, performs internet searches, and manages office systems
# Uses E-mail
# Uses web-based systems/information