SECRETARY (OFFICE AUTOMATION)

Duties

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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. Composes and signs correspondence of a nontechnical nature in the supervisor's name or in own name as secretary.

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 knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office.

Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences. Schedules appointments and meetings without prior approval in accordance with supervisor's policies and priorities, and coordinates with the supervisor as necessary.

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. 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. Independently plans and performs complex office automation duties requiring different approaches and methods from one assignment to another, such as using different packages to edit lengthy and complicated reports, collect, select, organize, and provide information, track the status of a number of projects assigned to the organization, and resolve incompatibility problems in transferring text from software package to another when menu options and specific software instructions are not available.