SECRETARY (OFFICE AUTOMATION)

Duties

Helps in preparing a wide variety of recurring and nonrecurring personal and executive correspondence, reports, and other documents from information obtained from the staff, files, and other sources. Routinely composes non technical correspondence, such as office procedures, requests for information concerning the organization's programs, letters of acknowledgment, commendation, or notification. Develops standard or form letters for responding to inquiries and requests for information.

Reviews and processes incoming and outgoing correspondence, reports, and other materials submitted for the Commander's signature. Receives and screens all publications, regulations, and directives directed to the Commander and brings to the Commander's attention those elements affecting the Commander's area of jurisdiction; specifically indicating procedural changes and furnishing all related materials.

Receives telephone calls, greets visitors and ascertains the nature of the calls or visits, screening those that can be handled without supervisor's help. Places both local and long distance calls for Commander or staff personnel. Monitors visitors including general officers, distinguished Air Force and Department of Defense (DoD) visitors, members of Congress and Congressional representatives, foreign dignitaries, high ranking personnel from other government agencies, and to the general public and reports such visits to the Commander.

Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences including those involving staff from outside the immediate office. Independently notes and follows up on commitments made at meetings and conferences by staff members. Schedules appointments and meetings without prior approval based on personal knowledge of the Commander's commitments, priorities, workload and current issues of importance 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. Serves as liaison between the supervisor and subordinate units. Provides advice and guidance to staff in subordinate organizations on administrative, clerical, and procedural requirements and instructions and responds to fluctuating workloads by shifting clerical staff in subordinate units.