Job Purpose: To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)'s and/or management staff's area of responsibility.
Key Accountabilities:
Correspondence and Documentation
▪ Composes and types of routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms.
▪ Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
▪ Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports
▪ Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records.
Visitors and Incoming Calls
▪ Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of agency's operations, supervisor's point of view, and the interpretation and application of policies and procedures.
Meetings
▪ Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed.
▪ Takes minutes or recordings of meetings for distribution to participants.
Information Recording and Archiving
▪ Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control.
▪ Enters, retrieves, updates, verifies, and deletes information from electronic files.
Office Supplies
▪ Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels to ensure that inventory stocks meet demand
Safety, Quality & Environment
▪ Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment.
Related Assignments
▪ Performs other related duties or assignments as directed.
Qualifications & Skills:
- High School or Bachelor's Degree
- Minimum of two years of administrative support experience.
- Strong interpersonal, customer service and communication skills.
- Ability to multitask.
- Proficient in Microsoft Office suite and basic computer software programs.
- Knowledge of the organization and composition of letters, minutes, reports, charts, and spreadsheets.
