SECRETARY (OFFICE AUTOMATION)

Job Title

The position is in a multi-layered organization, with subordinate groups which differ from each other in terms of subject matter, functions, relationships with other organizations, and administrative requirements. There is a system of formal internal procedures and administrative controls, formal coordination among subordinate units, and a formal progress reporting system which is sufficiently complex to require continuous attention on the part of the secretary.

Duties

Duties include:

1. Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents and reviews and finalizes correspondence/documents prepared by others in handwritten or electronic drafts.
2. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives.
3. Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office.
4. Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences.
5. Performs other administrative and clerical work in support of the office/organization. Establishes updates and maintains office procedures and records of various types that may be needed or will assist in the efficient operation of the office.
6. 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.