Administrative Assistant - Transportation - Fort Sill, OK

Principal Secretary

This full-time position provides principal secretarial support in an office, to subordinate staff or one specific individual. The Secretary maintains a close and highly responsive relationship to the day-to-day activities of the transportation manager and staff, works independently receiving a minimum of detailed supervision and guidance, and performs various clerical and secretarial duties. Requires knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.

Computers may exist in the environment, requiring working knowledge of certain office software programs.

Responsibilities:

• Admin Assistant handles differing situations, problems, and deviations in the work of the office according to the supervisor's instructions, priorities, duties, policies, and program goals.
• Screen telephone calls, visitors, and incoming correspondence; personally respond to requests for information concerning office procedures; determine which requests should be handled by the supervisor, appropriate staff member or other offices, prepare and sign routine non-technical correspondence in own or supervisor's name.
• Schedule tentative appointments without prior clearance. Plan for conferences and meetings and assemble established background materials as directed.
• May attend meetings and record and report on the proceedings.
• Review outgoing materials and correspondence for internal consistency and conformance with procedures; assure that proper clearances have been obtained, when needed.
• Collect information from the files or staff for routine inquiries on office program(s) or periodic reports and refer non-routine requests to supervisor or staff.
• Explain to subordinate staff supervisor's requirements concerning office procedures, coordinate personnel and administrative forms for the office and forwards for processing.
• Proficiency in Microsoft Teams and Office is preferred.
• Prepare in final format from draft or handwritten materials a variety of documents, using standard software, including letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications and legal documents.
• Process outgoing letters and memorandums, ensuring enclosures, attachments, courtesy copies (cc) and blind courtesy copies (bcc) are correctly included.
• File and/or scan documents, correspondence, and forms. Update and organize existing files. Close out files and contracts for storage.
• Assist with Non-Personally Identifiable Information (PII) paperwork dealing with Government employee background checks, benefits, Office of Workers' Compensation, drug testing program, employee physicals, and other as requested.
• Other duties as assigned.