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4 months ago
General Job Information
Job Summary
This position description depicts generalized duties and responsibilities required of a position with the primary responsibility for providing the full range of substantive administrative and management support work, which contributes to the effective and efficient operation of the organization. The incumbent uses considerable discretion and independent judgment in the performance of duties.
Duties and Responsibilities
Analyzes facts and circumstances involved in making recommendations for solving administrative problems with the limits of standards or acceptable management and administrative practices. Analyzes and develops new ways to improve the accuracy, adequacy, timeliness, and validity of data for disseminating information about the program. Conducts fact-finding investigations which involve researching into matters of general or specific concerns which fulfill the requirements of the organization. Provides research references and advisory services for the supervisor in successfully fulfilling the requirements of the organization. Reviews documents prepared for the supervisor's signature to ensure that the materials are grammatically accurate and that all supporting documents are provided. Maintains and controls incoming correspondence, forms, and assignments. Ensures that all documents requiring the supervisor's signature are recorded. Develops guidelines and procedures related to correspondence, and maintains various types of logs, records, and filing systems. Recommends procedural changes to improve, expedite and eliminate office management problems. Develops and maintains office systems and procedures, ensuring that the accuracy, timeliness, and feasibility of a variety of administrative support functions are carried out appropriately. Obtains, complies, and maintains personnel data, organizational information, reports, communication and administration references, inventory of supplies and equipment, document control, time and attendance reports, central office files and the confidentiality of information.
Recommends procedural changes to improve, expedite and eliminate office management problems. Provides administrative support to office members participating in short- and long- term task forces and committees. Generates internal correspondence and procedures from the Executive Offices, and external documents that assists staff in the workflow and operation of the organization. Serves as contact for service delivery appeals from constituents to whom no reply or service has been provided. Ensures that contacts are provided with accurate information or referred to the appropriate staff member when information is not readily accessible. Develops and maintains a comprehensive annual calendar of activities, programs, and requirements. Ensures timeliness of programs and activities and attainment of identified objectives; identifies and prepares required issuances for presentation to the supervisor. Makes extensive travel arrangements, making complete arrangements for large conferences, preparing documents for training and seminars. Keep abreast of pertinent administrative rules, regulations, and procedures. Disseminates information on new or revised administrative policies and procedures. Assures that actions of an administrative nature, originating within the agency, comply with established guidelines and requirements. Assists the supervisor in coordinating and monitoring practices and procedures utilized by the support staff to ensure compliance with all applicable regulations and procedures. Responds to written inquiries and administrative problems brought to supervisor by members of the immediate staff. Notifies the appropriate staff members of the need for information. Performs other related duties as assigned
Qualifications/Education
Specialized experience is experience which is directly related to the position and has equipped the individual with the knowledge, skills, and abilities to successfully perform the duties of the position. To be creditable, the incumbent must possess at least one (1) year of specialized experience equivalent to the next lower grade level in the normal line of progression.
Working Conditions/Environment
The work is performed in an adequately heated, lighted and ventilated non-smoking environment.
Licenses and Certifications
None
Other Significant Facts
Tour of Duty: Monday - Friday; 8:15 a.m.-4:45 p.m.
Pay Plan, Series and Grade: CS-0301-11
Promotional Potential: None
Collective Bargaining Unit: (Union): This position is covered under AFG 631.b collective bargaining agreement.
The District of Columbia government maintains a drug free work environment policy. All District employees are subject to post-accident/incident and reasonable suspicion drug and alcohol testing.
EEO Statement: The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard race, color, sex, religion, national origin, age, disability, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, matriculation, political affiliation, credit information, homeless status, and/or victims or family members of victims of domestic violence, sexual offense or stalking.
