MAJOR DUTIES: (Detailed duties are on the Position Description available at the Human Resources Office )
purpose is to serve as the personal
assistant and principal clerical and administrative support to one or more
serviced is subdivided into subordinate segments which are supervised through
one or more levels of supervision or is of limited complexity where extensive
responsibility exists for outside coordination. Participates
intensively in the management of the office by applying a good working knowledge
of the program under control of the supervisor(s) and relieves the
supervisor(s) of clerical and administrative support work.
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 callers.
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 can not 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 supervisor's
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.
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.
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.
Reviews outgoing correspondence for proper format, conformance with general
policy and procedural instructions, grammar, accuracy and inclusion of
Performs other duties as assigned.