Secretary (Office Automation)

Summary

This position is located with the Mine Safety and Health Administration (MSHA), Enforcement Division, Beckley District located in Beaver, WV.

The incumbent serves as the personal assistant to the District Manager, providing program and administrative support throughout a broad range of technical and administrative areas, as well as guidance and assistance to support staff in subordinate divisions and branches.

This position is outside the bargaining unit.

Duties

• Receives and reviews incoming correspondence, maintains control records, and gathers needed relevant material as necessary. Reviews incoming documents which may effect the District due to their subject matter. Coordinates and tracks the status of ongoing District tasks and projects.
• Reviews documents and correspondence prepared by other Manager's assistants for signature of, or requiring coordination with, the District Manager for conformance with regulations, grammar, format, and special policies of the agency.
• Receives and screens visitors and telephone calls, provides primary phone coverage for the District office during office hours; exercises exclusive control over the calendar and scheduled appointments and conferences; makes arrangements from travel, arranging schedules of visits, making reservations, assembles and organizes material for speaking engagements.
• Carries out special sensitive/confidential projects or assignments made by the District Manager that requires a high degree of tact and diplomacy or involves sensitive personnel issues or other matters that cannot be widely disseminated. Performs special research projects for the District Manager which may occasionally involve policy or operational matters.
• Screens and obtains information from various sources, analyzes and evaluates the information gathered and presents the findings in a clear and concise manner. Based on employee's own knowledge of policy and procedures, makes recommendations to the District Manager based on the findings.
• Serves as assistant to the coordinators of high-priority areas such as Freedom of Information Act (FOIA) requests, accident investigations and 103(g) complaint processing.
• Represent the District Manager at conferences, seminars or meetings with MSHA on matters or subjects within the purview of the position or that have been specifically assigned.
• In the absence of the District Manager, assumes responsibility for ensuring that requests for action or information are made known to subordinate staff who can satisfy the inquiry/request.

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