Jobseeker

JOB PURPOSE:

To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)’s and/or management staff’s area of responsibility.

This is the intermediate level. The employee performs a range of secretarial assignments in a developing capacity.

KEY ACCOUNTABILITIES:

Correspondence and Documentation

Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms

Proofreads and corrects prepared materials for correct grammar, format, completeness, and content

Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports

Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records

Visitors and Incoming Calls

Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of agency’s operations, supervisor’s point of view, and the interpretation and application of policies and procedures

Meetings

Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed

Takes minutes or recordings of meetings for distribution to participants

Information Recording and Archiving

Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor’s control.

Enters, retrieves, updates, verifies, and deletes information from electronic files.

Office Supplies

Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels to ensure that inventory stocks meet demand

Safety, Quality & Environment

Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment

Related Assignments

Performs other related duties or assignments as directed

QUALIFICATIONS & SKILLS:

Minimum Qualifications:

High School Completion

Minimum Experience:

Up to two years of administrative support experience

Skills:

Knowledge of office practices, procedures, and computer software programs

Knowledge of correct English usage and grammar

Knowledge of the organisation and composition of letters, minutes, reports, charts, and spreadsheets