DUTIES AND RESPONSIBILITIES:
(1) Receives visitors and telephone
calls. Exercises judgment in screening those which can be handled personally or
be referred to other staff personnel or divisions. Determines when the
supervisor should be interrupted. Personally takes care of many matters and
gives out administrative and readily available substantive information to
(2) Keeps the supervisor's calendar.
Schedules appointments, meetings and conferences without prior clearance based
upon personal knowledge of supervisor's workload and current issues of
importance. Reminds supervisor of appointments and furnishes information from
files or schedules briefings by others in preparation for scheduled meetings.
Reschedules appointments when it is apparent that supervisor cannot meet
previous schedules. During supervisor's absence, maintains a chronological
record of events including official visitors, decisions to be made upon return,
unfinished business requiring attention, and related matters. Keeps informed of
(3) Prepares responses to requests for
general information concerning the organization's functions from source
material. Anticipates need for information and prepares material so that it is
immediately available for supervisor's needs. In the absence of the supervisor,
assumes responsibility for ensuring that requests for action or information are
made known to responsible officials who can satisfy the request. Follows up on
required actions and informs supervisor of status.
(4) Makes arrangements for conferences
and meetings, including such matters as location, schedule, agenda and
attendance list. Assembles background material. Attends meetings and performs
associated duties. Reminds supervisor and staff members of commitments made and
monitors progress until the work is completed.
(5) Reads incoming correspondence,
publications, regulations, and directives which may affect the supervisor.
Determines those that can be acted upon personally and drafts replies to
general inquiries not requiring a technical knowledge of the program. Obtains
clarification of instructions from originating offices or other appropriate
points. Determines which items are of importance or interest to the supervisor
and refers them accordingly. Determines which subordinate echelons of the
organization are affected and ensures that chiefs of these organizations are
informed. Assists in interpreting instructions and establishing required
actions. Maintains suspense records on incoming correspondence and action
documents and follows up on work in process to ensure timely reply or action.
(6) Reviews outgoing correspondence for
proper format, conformance with general policy and procedural instructions,
grammar, accuracy and inclusion of necessary attachments. Returns such
communications to author for correction. Advises and instructs subordinate
offices to obtain higher degree of compliance with general policies and
correspondence procedures. Signs routine correspondence of a nontechnical
(7) Provides assistance in the
procedural aspects of the office including distributing work to clerical
personnel; explaining report requirements and arranging for submission of data
into general reports; and informing and instructing technical and clerical
personnel in the preparation of correspondence.
(8) Maintains office files of correspondence,
directives, regulations, and other information.
(9) Arranges for travel, arranges visit
schedules, notifies organizations and officials to be visited, makes
reservations, and submits travel vouchers and reports.
(10) Utilizes word processing equipment
to select information from source data or type, from plain copy or rough draft,
a variety of material, including military and nonmilitary correspondence,
reports, summary sheets and staff studies, and statistical and tabular
(11) Receives requests for information
including specialized or classified material from military and civilian
persons. Information is frequently provided from personal knowledge of
organizational operations. When information is not readily available, advises when
it may be expected.
(12) Performs other duties as assigned.