MAJOR DUTIES: (Detailed duties are on the Position Description available at the Human Resources Office )
Its purpose is to serve as the personal assistant and principal clerical and administrative support to one or more supervisors. Organization(s) 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 supervisors calendar. Schedules appointments, meetings and conferences without prior clearance based upon personal knowledge of supervisors 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 supervisors 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 supervisors whereabouts.
-- Prepares responses to requests for general information concerning the organizations functions from source material. Anticipates need for information and prepares material so that it is immediately available for supervisors 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 necessary attachments.
-- Performs other duties as assigned.