Correspondence and Documentation
Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms as required by the team
Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports. Reads incoming correspondence and reports, screening those items that can be handled personally, and forwarding the rest to relevant team member
Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records
Assists in creating and revising forms; proposes procedures, formats, and standards for office correspondence
Reviews and evaluates applications, petitions, contracts, or other documents to determine if prescribed requirements are met for acceptance or approval.
Visitors and Incoming Calls
Receives and screens visitors and telephone calls, takes messages, schedules appointments for the team and provides information to callers requiring knowledge of agency's operation, and the interpretation and application of policies and procedures.
Meetings
Makes scheduling commitments for the team for meetings, conferences and speeches and assembles related necessary materials
Schedules and arranges meetings and conferences for the team and notifies interested parties; makes travel reservations as needed
Takes minutes or recordings of meetings for distribution to meeting participants.
Proofreading and Editing
Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
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.
Locates and reviews pertinent information from files, documents, newspapers, and other sources; and prepares a summary of content for professional(s) and/or management staff.
Office Supplies
Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels in order to ensure that inventory stocks meet demand.
Allocation of Work
Serves as liaison between management and staff by overseeing the work of office support staff in the unit, transmitting information, explaining appropriate work instructions, and following up on assignments.
Operational Efficiency
Assists in the study of office operations and services and provides recommendations for improving efficiency and economy of operations; makes recommendations regarding the purchase of office equipment.
Safety, Quality & Environment
Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment.
Operational Efficiency
Assists in the study of office operations and services and provides recommendations for improving efficiency and economy of operations; makes recommendations regarding the purchase of office equipment.
Related Assignments
Performs other related duties or assignments as directed.
Desired Candidate Profile