SECRETARY (OFFICE AUTOMATION)

Job Duties

Help

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 Administrative Assistant. Consolidates and finalizes information for various reports in accordance with established procedures.

Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and instructions. 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. Establishes and monitors suspense dates and brings to supervisor's attention those that cannot be met by requested date or when there is a conflict. Responsible for coordinating the work of the office with other offices and organizations, recognizing which coordination procedures are required for different circumstances.

Receives telephone calls, greets visitors, ascertains the nature of the calls or visits, and provides assistance with in/out processing personnel. Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office. Personally answers substantive non-technical requests for information which can be provided based on information from records and files or personal knowledge of the organization.

Maintains supervisors' calendars along with conference room calendars, coordinates meeting arrangements, and schedules/facilitates 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. Based on information provided by supervisor concerning the purpose of meeting and people to attend, makes necessary arrangements such as location, time, contacting participants and ensuring all required materials and services are provided.

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. Serves as liaison between supervisor and subordinate/superior units and between supervisor and contractor/other organizations. Provides advice and guidance on administrative, clerical, and procedural requirements and instructions, and assists in solving problems to which existing guidelines can be applied.

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 perform 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 one software package to another when menu options and specific software instructions are not available.