Secretary coordinates office activities and performs secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)'s and/or management staff's area of responsibility.
RESPONSIBILITIES
- Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms.
- Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) or management staff and provides information to callers requiring knowledge of agency's operations, supervisor's point of view, and the interpretation and application of policies and procedures.
- Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed.
- Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
- Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control.
- Enters, retrieves, updates, verifies, and deletes information from electronic files.
- Takes minutes or recordings of meetings.
- Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.
- Maintains confidentiality of documents and information received.
- Keeps informed of office details and advises management of problems.
- Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records.
- Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels.
- Operates standard office equipment.
- Performs related work as assigned.
-
Qualifications, Knowledge, Skills, and Abilities
Note: Developing knowledge is required at the intermediate level, considerable knowledge is required at the experienced level, and thorough knowledge is required at the advanced level.
- Knowledge of office practices, procedures, and computer software programs.
- Knowledge of correct english usage and grammar.
- Knowledge of the organization and composition of letters, minutes, reports, charts, and spreadsheets.
- Knowledge of scheduling and coordinating travel arrangements.
- Skill in typing from clear copy at a rate of 40 net words per minute.
- Ability to follow, applies, interprets, and explains instructions and/or guidelines.
- Ability to determine work priorities.
- Ability to make decisions and take appropriate actions.
- Ability to meet schedules and deadlines of the work area.
- Ability to perform mathematical calculations.
- Ability to communicate effectively.
- Ability to compose routine correspondence and reports.
- Ability to type.
- Ability to operate standard office equipment.
- Additional Knowledge, Skills, and Abilities.
Experience
Two years of administrative support experience where use of a personal computer to an essential part of the work, including one year equivalent to 6-level administrative support experience.
Sorry the application deadline for this job has elapsed
