Secretary (Office Automation

Job Title

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Helps 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 secretary.

Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. 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.

Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office. Personally, answers substantive nontechnical requests for information which can be provided based on information from records and files or personal knowledge of the organization.

Maintains supervisor's calendar, coordinates meeting arrangements, and schedules 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.

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. Uses varied and advanced functions of word processing software to create, format, modify, edit, and print a variety of letters, reports, memos, and other textual documents.

Uses advanced functions to generate tables of contents, import graphs or databases, create glossaries, and align multiple columns.