• 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

  • 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

Desired Candidate Profile

• 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

  Skills: (At intermediate level)

  • Knowledge of office practices, procedures, and computer software programs

  • Knowledge of correct English usage and grammar

  • Knowledge of the organisation and composition of letters, minutes, reports, charts, and spreadsheets.