Secretary III

DUTIES AND RESPONSIBILITIES

• The Administrative Assistant assigned to this Task Order will conduct duties and responsibilities including, but not limited to, the following:
• Receives and screens visitors and incoming phone calls, determines nature of request, refers callers or visitors to appropriate staff, and personally provides routine or procedural information.
• Makes proper disposition of all communication coming into the office; recommends staff assignment for action based on knowledge of priorities, staff workload, and program goals.
• Maintains the Special Envoy and Office Director’s calendars, establishes priorities, arranges, reschedules, and arranges for substitute representation as appropriate.
• Makes travel arrangements for the office, including securing travel and hotel reservations, passports, visas, and other travel documents.
• Reviews, drafts, and processes correspondence for most non-technical matters; identifies items which need to be brought to the attention of the supervisor and refers to appropriate staff member; uses a variety of software in support of the office (e.g., Microsoft Office, E2 Solutions, PeopleSoft).
• Establishes and maintains multiple types of office records to enable quick and efficient retrieval of information, purges files as appropriate.
• Prepares and submits requisitions for office supplies, printing support, and related materials based upon personal assessment of office requirements, or as specifically requested by staff members.
• Provides administrative support for meetings and conferences – e.g., schedules, gathers background materials, reserves appropriate facilities, clears, and escorts visitors; attends as required to provide administrative support.
• REQUIRED EXPERIENCE/BACKGROUND
• The ability to communicate effectively, both orally and in writing, to provide information and assistance, prepare correspondence and reports, discuss procedures, participate in meetings, and solve problems.
• Proficiency in the use of the Microsoft Office Suite (Word, Excel, PowerPoint, and Access) to collect, organize, prepare, and present information to a variety of audiences.
• The ability to plan, organize, and prioritize multiple assignments with tight deadlines that often require coordination with other organizations.