SECRETARY (OFFICE AUTOMATION)

DutiesHelpPrepares 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. Independently composes and prepares nontechnical correspondence such as requests for information concerning the organization's mission and programs; office procedures; and letters of acknowledgment, commendation, or notification.Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Reviews correspondence, publications, regulations, and directives which may affect the organization, determining which can be acted on personally and taking appropriate action. Establishes suspense dates and brings to supervisor's attention those that cannot be met by requested date or when there is a conflict.Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. 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. Provides administrative and readily available operational information to callers and visitors upon determination of their rights to receive the information.Manages 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.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. Plans and performs office automation duties requiring different approaches and methods from one assignment to another. Develops methods and procedures for office automation tasks, and identifies and solves problems in existing methods or procedures.