Secretary III

2 weeks ago

Washington, Washington, D.C., United States THE ORYZA GROUP, LLC Full time

Schedules appointments, provides information to callers, may take direction, and otherwise relieves officials of clerical work and minor administrative business details. Has knowledge of commonly used concepts, practices, and procedures within a particular field. Relies on instructions and pre-established guidelines to perform the functions of the job and works under immediate supervision. Primary job functions do not typically require exercising independent judgment. Ensure telephone coverage is provided during normal business hours; Provide backup support for other administrative support staff, both contractor and Federal employees; Utilize and operate the Cisco VoIP telephone system; screen calls for the direct report in accordance with established procedures and as needed; record detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action.

In addition to the Secretary I duties, the Secretary II operates under broader guidelines and selects the best course of action from a number of alternatives. Supervisor provides minimal instructions on assignments and checks completed work for accuracy. Performs varied duties including or comparable to the following: Provide backup support for other administrative support staff, both contractor and Federal employees; Utilize and operate the Cisco VoIP telephone system; screen calls for the direct report in accordance with established procedures and as directed by the Contracting Officer Representative; take detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action. Responds to routine telephone requests which have standard answers; refers calls and visitors to appropriate staff. Controls mail and assures timely staff response; may send form letters; As instructed, maintains supervisor's calendar, makes appointments, and arranges for meeting rooms; Prepares and review materials needed by the supervisor for conferences, correspondence, appointments, meetings, etc., and informs supervisor on matters to be considered; Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans.

In addition to the Secretary I and II duties, the Secretary III uses greater judgment and initiative to determine the approach or action to take in non-routine situations; Interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations. Duties include or are comparable to the following: Provide backup support for other administrative support staff, both contractor and Federal employees; Utilize and operate the Cisco VoIP telephone system; screen calls for the direct report in accordance with established procedures and as directed by the COR; take detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action. Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval; Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered; Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff; Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions; and Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries etc.; Shifts clerical staff to accommodate workload needs. Prepare correspondence in final form from draft or handwritten material, letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions specifications, legal documents, and other types of documents; Review documents to ensure compliance with GSA guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing; Ensure all enclosures, attachments, courtesy copies, and blind copies are included with outgoing correspondence and make copies as necessary; Maintain suspense records on action items and follow up to ensure timely reply and/or action; Make travel arrangements considering regulations, routes, cost containment, availability and conveyance. Complete travel forms and/or enter in electronic travel systems. Notify personnel of travel arrangements and prepare written itineraries; Make training arrangements for and complete training forms; Make conference and meeting arrangements including scheduling appointments and assembling background materials; maintain conference room calendar of scheduled meetings; and ensure conference rooms and lobby areas are properly arranged. Input electronic time and attendance reports, File documents, correspondence, forms, etc. Update and organize existing files; Close out files and prepare to move to records center or other storage; Schedule vehicles which are available from the motor pool; Receive and distribute faxes to employees. Process overnight mail; Maintain current telephone listings and employee distribution lists; Review all incoming correspondence to determine proper routing; establish and maintain working files; draft a variety of correspondence or documentation from oral instruction or rough draft; and other administrative support functions as required by GSA organizations.

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