Job Description

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

Note: Secretary Level 2

This is the experienced level. The employee performs a full range of secretarial assignments and uses judgment in making decisions where alternatives are determined by established policies and procedures

Correspondence and Documentation

• Composes and types 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.

Incoming Visitors and 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 meeting 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 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

Minimum Qualifications:

• Educational level typically acquired through completion of high school.

Minimum Experience:

• Three years of administrative support experience including one year equivalent to experienced administrative support work or equivalent to a Secretary Level 1