Administrator

To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office.

Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)'s and/or management staff's area of responsibility.

This is the intermediate level.

The employee performs a range of secretarial assignments in a developing capacity.

NOTE: The job duties listed are typical examples of the work performed by positions in this job classification.

Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Correspondence and Documentation

 Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms

 Proofreads and corrects prepared materials for correct grammar, format, completeness, and content

 Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports

 Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records

 Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of agency's operations, supervisor's point of view, and the interpretation and application of policies and procedures

 Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed

 Takes minutes or recordings of meetings for distribution to participants

 Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control.

 Enters, retrieves, updates, verifies, and deletes information from electronic files.

 Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels to ensure that inventory stocks meet demand

 Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment

 Performs other related duties or assignments as directed

 Up to two years of administrative support experience

 Knowledge of office practices, procedures, and computer software programs

 Knowledge of correct English usage and grammar

 Knowledge of the organisation and composition of letters, minutes, reports, charts, and spreadsheets

Profile description:

 Knowledge of office practices, procedures, and computer software programs

 Knowledge of correct English usage and grammar

 Knowledge of the organisation and composition of letters, minutes, reports, charts, and spreadsheets