Administrative Assistant

Job Duties

Major duties include:

• Preparing correspondence, reports, and other documents, ensuring correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others.
• Returning material needing correction to the originator when necessary.
• Maintaining tickler system.
• Screening and prioritizing correspondence, electronic mail, and material prior to distribution for suspense dates, established controls, and following up on responses.
• Ensuring that correspondence is properly routed in a timely manner.
• Ensuring that requirements for handling sensitive and/or classified material are accurately followed, where applicable.
• Scheduling meetings, appointments, and conferences in accordance with instructions from supervisor.
• Preparing and distributing agenda and taking notes when directed.
• Setting up conference calls, staff functions, video conferencing, and functioning as the point of contact for conference calls using the bridge.
• Maintaining supervisor's calendar and verifying schedule of others to minimize conflicts when scheduling meetings or conferences.
• Providing reminders of scheduled events and contacting other personnel to attend meetings in lieu of supervisor, when necessary.
• Receiving visitors and phone calls. Accurately determining nature of request and referring callers or visitors to appropriate staff.
• Personally answering routine questions in a timely and accurate manner and providing accurate information when routine procedural matters are involved.
• Assisting supervisor and staff with travel arrangements and travel vouchers.
• Using a variety of office automation software in support of the organization and mission requirements including but not limited to:
• Completing backup of files and database systems
• Using database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports.
• Using graphics software to provide briefs, charts, and graphs for viewgraphs or paper presentations.
• May be assigned to enter or report time and attendance data for non-appropriated fund or appropriated fund employees.
• Maintaining an accurate file system of online and hard copy documents to enable quick and efficient retrieval of information.

This is not an exhaustive list of duties.