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ADMINISTRATIVE ASSISTANT

 

Position Description

 

The Administrative Assistant performs a variety of routine administrative functions and miscellaneous clerical work for the supervisory and immediate staff. Such functions include:

 

• Types a variety of material in the form of memoranda, letters, briefing materials and reports.

 

• Receives visitors and telephone calls for the supervisor, referring callers directly to supervisor or screening those which, in the incumbent’s judgment, can be handled by the supervisor’s subordinates or other’s offices, and tactfully refers them as appropriate.

 

• Personally takes care of many matters and questions including answering substantive questions not requiring research or technical knowledge.

 

• Maintains supervisor’s calendar and schedules appointments and meetings upon own initiative based upon personal knowledge of supervisor’s workload and current issues of importance, with or without prior clearance.

 

• Reminds supervisor of appointments and briefs supervisor on the matters to be considered before the scheduled meetings.

 

• On own initiative, reschedules appointments when it becomes apparent that the supervisor will not be able to meet previous engagements.

 

• Receives and screens all incoming correspondence and directives to keep aware of the activities of the office. Determines those that can be acted upon personally and takes necessary action.

 

• When necessary, uses initiative to obtain clarification or instructions from originating offices.

 

• Controls incoming and outgoing correspondence and action documents, following up to ensure that deadlines are met for responses.

 

• Receives requests for information, advising when material can be furnished and prepares it personally or follows up to ensure it is prepared within deadlines.

 

• Assembles, compiles, and summarizes information from files and documents in the office or other available sources for use by the supervisor or other staff members.

 

• Arranges for meetings, including making reservations for conference rooms and notifying participants.

 

• When necessary, attends meetings and prepares reports of the proceedings.

 

• Makes necessary arrangements for travel including schedules, travel and hotel reservations. Prepares travel vouchers.

 

• Establishes and maintains working files.

 

• Reviews files to meet current needs and periodically reviews materials for disposition.

 

• Performs other duties as assigned.