Secretary, Administrative​/Clerical

Administrative Office Operations

Functions as the primary facilitator and overseer of a complex multiphase administrative office operation. Insure that a high level of efficiency is maintained. Readjust workloads; which includes the workload of those personnel over whom the incumbent has supervisory responsibility. Effective supervisory abilities are required to ensure the interpersonal relations are maintained in such a manner as to efficiently carry out the administrative aspects of the Facilities Management Service Program.

Duties include but are not limited to:

• Collects and compiles data on the administrative and managerial aspects of the clerical staff and functions.
• Composes correspondence personally for signature of Chief of Facilities Management Service.
• Distributes materials to service personnel and follows up to ensure that action is completed in accordance with established time limits.
• Maintains contact with personnel from other services regarding services and general information complaints.
• Handles calls personally, giving requested information or taking other action based on knowledge of work flow and organizational policy.
• Initiates calls for information pertaining to administrative and office management matters.
• Maintains the Chief, Facilities Management Service calendar for appointments, meetings, and conferences.
• Schedules conferences, notifies participants, assembles appropriate materials, etc.; attends meetings and prepares minutes.
• Makes all necessary arrangements for official travel performed by the Chief, Facilities Management Service and his administrative staff.
• Support the Chief in the planning of special events, projects, workshops, national conferences and coordination of Task Groups.
• Performs review of all material submitted for supervisor's signature; ensures compliance with policy and procedural requirements.
• Develops and maintains computerized spreadsheets which satisfy various program requirements of the service.
• Inputs all computer purchase orders for the service. The incumbent must be proficient in MACintosh Word Perfect, MACDraft, Excel, MACPaint and the Autocad system

Work Schedule:

Monday - Friday 8:00am - 4:30pm

Position Description/PD#:
Secretary / PD066330