Administrative Assistant to Executive Officers
- Maintains calendars and commits supervisor and/or staff to appointments.
- Makes travel arrangements and processes travel vouchers;
- Receives, logs-in, screens and routes mail; answers telephones and takes messages, screens and routes calls to supervisors and staff;
- Attends meetings and takes notes; sets up and maintains unit files;
- Researches and compiles information for reports and other purposes;
- Prepares written materials from drafts, machine or oral dictation, verbal instructions or on own.
- Initiates actions to keep supervisor and staff informed of unit operations;
- Assembles files and data for meetings; arranges meetings and coordinates schedules of supervisor, staff and others.
- Instructs and explains matters involving office systems and communications policies and procedures.
- Ensures understanding and compliance with established policies and guides.
- Receives and screens visitors to the office, answers inquiries regarding unit operations, assists callers with requests by explaining procedures.
- Performs skilled word processing by producing a variety of documents (letters, memos, reports, announcements, forms, etc.) from rough draft copy, machine dictation, verbal instructions, sketches and brief notes: utilizes full capability of equipment to create style sheets, move or merge text, check spelling, do arithmetic, create mailing lists and form letters; produces charts, graphs and tables; maintains electronic data files of documents following established procedures for creating backup files, purging files, and storing files.
- Answers inquiries regarding programs and services, explaining requirements and assisting callers in completing forms or other actions;
- Maintains office or unit records for program and processes actions.
- Maintains office supplies; arranges for equipment service; arranges for building service assistance as needed.
- Performs other duties as assigned.
- Knowledge of modern office practices and procedures.
- Working knowledge of spreadsheets and databases
- Skill in the use of computers and software applications related to the essential functions of the job.
- Skill in effective communication, both verbally and in writing.
- Skill in the use of various types of office equipment.
- Ability to identify and resolve problems in a timely manner.
- Ability to work independently with minimal supervision.
- Ability to establish and maintain effective working relationships with other personnel and the public.
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