(The duties described reflect the full performance level of this position)
Assigns and monitors office communications for the office and support staff. Maintains control logs for incoming correspondence and follows up to ensure timely completion and proper execution of all required policies and procedures. Within established agency guidelines, acts as a central resource person for implementing and maintaining office control systems, such as those for the location, arrangement, access to, and use of office files, and for maintenance, transfer, and disposition of records. Prepares travel vouchers and orders; assists with reconciling itinerary; and provides assistance to staff regarding unusual travel concerns or arrangements. May complete requisitions, training, and other administrative forms for staff.
Determines organizational progress through basic analysis and provides recommendations on front office admin process improvements.
Coordinates extensive office support services for specialized or unique program or office needs. Plans and coordinates a wide variety of support services. Responds to inquiries and requests for assistance on administrative problems. Notifies appropriate personnel of the need for information or recommendations, and either prepares the response or follows up to ensure a timely response by others.
Performs complex office automation duties requiring different approaches and methods from assignment to assignment. Chooses from a range of software applications, (e.g., word processing, graphics, spreadsheet, and project management), to perform a broad range of duties. Selects the application appropriate to the search, sort, and calculation requirements of documents generated. Produces a variety of reports, tracks suspense actions, produces charts, creates specialized databases, or prepares presentation materials from a project management software program. Identifies office automation tasks that can be performed more efficiently and develops new methods or procedures for performing them, such as creating macros or setting up document shells or format styles that expedite the production of documents.
Coordinates the administrative and clerical work for the organization. Maintains a calendar for the supervisor, scheduling appointments, meetings, and conferences. Procures office supplies and services. Interacts with members of the staff, organization, and individuals outside of the agency ranging from other government agencies to the general public. Receives phone calls and visitors and refers them to an appropriate individual. Serves as the office liaison for groups associated with the organization.