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Secretary (Office Automation)

3 months ago

Pineville, Louisiana, United States Mine Safety And Health Administration Full time
As the primary assistant to the Assistant District Manager (ADM), the incumbent performs the following duties:

Coordinates and tracks the status of ongoing tasks and projects by contact with ADM and subordinate supervisors.

Incumbent conveys priorities, messages, instructions, information, and requests to subordinate supervisors regarding activities requested by the ADM and follows up as necessary, reporting actions taken to the ADM.

In the absence of the ADM, assumes responsibility for ensuring that requests for action or information are made known to subordinate staff who can satisfy the inquiry/request.

Monitors work in progress for required actions and informs the ADM of their status. Incumbent ascertains that all projects are completed timely.
Reviews incoming publications, regulations, and directives which may affect the Division due to their subject matter.

Determines those of importance or interest to the ADM and refers them to a subordinate member of their staff for review and comment.

When clarification of instructions from initiating office of appropriate points of contact is necessary, obtains such clarification on own initiative and briefs Manager of any changes in policy or processes.

Determines the that affect subordinate of the Division, and on own initiative, assures that subordinate supervisors and informed.
Performs special research projects for the ADM which may occasionally involve policy or operational matters.
Provides assistance to the supervisor on sensitive and confidential information. Periodically handles personnel actions, puts in final format employee performance appraisals and standards. Assists the supervisor with researching questions that arise involving Human Resources.

Assembles and organizes material for the ADM's use during speaking engagements with MSHA and staff members, stakeholders, union representatives, etc.

Receives and screens all visitors and telephone calls to the ADM.

Refers important business and high-ranking visitors to the ADM; when this is not practical, takes messages for their attention or makes later appointments for the visitors.

Exercises exclusive control over the ADM's calendar and schedules appointments and conferences upon own initiative based upon personal knowledge of the Manager's workload and current issues of importance.

Incumbent reminds Manager of appointments, briefs them on matters to be considered before the scheduled meeting, and reschedules appointments when it becomes apparent that the Manager will not be able to meet previous schedules.

Incumbent uses Microsoft Outlook Calendar to provide the most efficient method of tracking the District Manager's schedule.
Receives and reviews incoming correspondence, maintains control records, and gathers needed relevant material. Based on personal knowledge of policies and procedures, personally prepares responses for the ADM's signature. Anticipates need for information and systematically prepares material so that it is immediately available for the Manager's needs.

Reviews documents and correspondence prepared by other Manager's assistants for signature of or requiring coordination with the ADM for conformance with regulations, grammar, formal, and special policies of the agency.

Employee has complete responsibility for assuring that all such documents are correct in these respects.

Return communications to originator for corrections when not in conformance with known policies, or correspondence regulations have not been complied with.

Gives advice and instructions to subordinate offices through discussion with author or assistant, to obtain higher degree of compliance with general agency policies and correspondence regulations.

Makes arrangements for travel, arranging schedules of visits, making reservations, notifying organizations and officials to be visited of planned itinerary, and submitting travel vouchers and reports upon completion of travel.

Serves as primary point of contact in one or more of the following activities: FOIA responses; preparation of district activity reports; Alternate Case Resolution information; tracking of Mine Plan Approvals; Legal Identifications of Mines databases; reporting of Contested Violations cases; development and the use of a variety of information reports using the Mine Safety Information System; and/or the development of SOPs and databases for use in performing and tracking these and other district activities.