SECRETARY (OFFICE AUTOMATION)

Job Duties

Help

Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents from information obtained from the staff, files, and other sources. Prepares and finalizes various recurring reports, determining and modifying format, content, and frequency requirements.

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, rerouted to other organizations/offices, or handled personally.

Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. Based upon detailed knowledge of the organization and its programs and operations, determines appropriate action. When supervisor is not available, determines whether important business and high-ranking calls and visitors should be referred to another staff member or delayed until supervisor is available, taking telephone messages or making later appointments as appropriate.

Independently notes and follows-up on commitments made at meetings and conferences by staff members, and maintains supervisor's calendar, coordinates meeting arrangements, and/or schedules meetings and/or conferences. Schedules appointments and meetings, without prior approval, based on personal knowledge of workload and current issues, and coordinates with the supervisor as necessary.

Performs other clerical and administrative work in support of the office/organization. Develops, establishes, updates, and maintains office procedures and records/files of various types to ensure effective and efficient operation of the office.

Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets.