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Secretary (Office Automation)

3 months ago

Vincennes, United States Mine Safety And Health Administration Full time

As the primary assistant to the District Manager, the incumbent performs the following 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 all visitors and telephone calls; exercises exclusive control over the calendar and schedules appointments and conferences; makes arrangements for 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 evaluated 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.
Reviews incoming publications, regulations, and directives which may affect the District due to their subject matter. Incumbent determines those that can be acted upon personally and takes necessary action. Determines those of importance or interest to the District Manager and refers them to him/her or a subordinate member of his staff for review and comment.