Secretary (OA)

This position is located in Imaging Services.
The primary purpose of this position is to provide clerical and administrative duties for the service line programs.
- Incumbent prepares a wide variety of recurring and non recurring correspondence, reports, and other documents and reviews and finalizes documents prepared by others in handwritten or electronic drafts.
- Consolidates and finalizes information for various reports in accordance with established reporting procedures.
- Gathers and summarizes information from files and documents for supervisor's use in responding to inquiries, recognizing which information is or is not relevant to issue at hand.
- Proofreads and edits correspondence documents for correct grammar, spelling, capitalization, punctuation, and format.
- Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives.
- Screens incoming mail to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally.
- Establishes and monitors suspense dates.
- Responsible for coordinating the work of the office with other offices and organizations, recognizing what coordination - procedures required for different circumstances.
- Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits.
- Schedules appointments and meetings without prior approval in accordance with supervisor's policies and priorities, and coordinates with the supervisor as necessary.
- Establishes,updates, and maintains office procedures and records of various types that maybe needed or will assist in the efficient operation of the office.
- Serves as liaison between supervisor and subordinate units.
- Provides advice and guidance on clerical and procedural requirements and instructions to other clerical personnel and staff members.
- Develops, establishes, and maintains office procedures to ensure effective and efficient operations regarding the administrative, clerical, and procedural work of the unit.
- Establishes, maintains, purges, and disposes of files and records in accordance with established Record Control regulations and procedures.
- May serve as the Logistics Service line timekeeper.
- Performs other directly related duties as required.
Work Schedule:
Monday - Friday 8:
00 am to 4:
30 pmPosition Description Title/PD#:
Secretary (OA)/PD#1423

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