Secretary II (Full-Time) - Montrose, CO
VetJobs, Montrose, CO, United States
Secretary II
This position provides full-time principal administrative support in an office, usually to one individual, and, in some cases, to the subordinate staff of that individual. The Secretary maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff, works independently receiving a minimum of detailed supervision and guidance, and performs various administrative duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office. Computers may exist in the environment, requiring working knowledge of certain office software programs.
Secretary II handles differing situations, problems, and deviations in the work of the office according to the supervisor's general instructions, priorities, duties, policies, and program goals.
Responsibilities include:
Screening telephone calls, visitors, and incoming correspondence; personally responding to requests for information concerning office procedures; determining which requests should be handled by the supervisor, appropriate staff member or other offices.
Preparing and signing routine non-technical correspondence in own or supervisor's name.
Scheduling tentative appointments without prior clearance. Making arrangements for conferences and meetings and assembling established background materials as directed. May attend meetings and record and report on the proceedings.
Reviewing outgoing materials and correspondence for internal consistency and conformance with procedures; assuring that proper clearances have been obtained, when needed.
Collecting information from the files or staff for routine inquiries on office program(s) or periodic reports and referring non-routine requests to supervisor or staff.
Explaining to subordinate staff supervisor's requirements concerning office procedures, coordinating personnel and administrative forms for the office and forwarding for processing.
Using WAPA's existing systems and software (e.g. Adobe Acrobat, Microsoft Outlook, Microsoft Office Suite including Word, Excel, PowerPoint, etc.) and various automated/electronic systems including timekeeping, financial, procurement, and travel.
Preparing in final format from draft or handwritten materials a variety of documents, using WAPA standard software, including letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications and legal documents.
Ensuring all documents are accurate in spelling, grammar, punctuation, and format prior to finalizing.
Processing outgoing letters and memorandums, ensuring enclosures, attachments, courtesy copies (cc) and blind courtesy copies (bcc) are correctly included.
Providing miscellaneous data entry and electronic file support, including purchase requisitions, general purchase reservations, and purchase orders for supplies and services, training and travel forms, daily work report, and time and attendance.
Making travel arrangements considering regulations, routes, cost containment, availability, and conveyance. Completing travel forms and/or entering in electronic travel system Concur. Notifying personnel of travel arrangements. Planning itinerary and schedule travel accommodations using knowledge of Federal Travel Regulations (FTR).
Processing invoices through FIMS and Western Area Power Administration Maintenance System (MAXIMO), forwarding to the appropriate personnel for verification and receipt of supplies and services. Contacting vendors on invoice discrepancies, and payment issues. Completing monthly reconciling of credit card statements. Input accruals or providing information for end of period and fiscal year end.
Filing and/or scanning documents, correspondence, and forms. Updating and organizing existing files. Closing out files and contracts for storage. Assisting with Non-Personally Identifiable Information (PII) paperwork dealing with Government employee background checks, benefits, Office of Workers' Compensation, drug testing program, employee physicals, and other as requested.
This position provides full-time principal administrative support in an office, usually to one individual, and, in some cases, to the subordinate staff of that individual. The Secretary maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff, works independently receiving a minimum of detailed supervision and guidance, and performs various administrative duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office. Computers may exist in the environment, requiring working knowledge of certain office software programs.
Secretary II handles differing situations, problems, and deviations in the work of the office according to the supervisor's general instructions, priorities, duties, policies, and program goals.
Responsibilities include:
Screening telephone calls, visitors, and incoming correspondence; personally responding to requests for information concerning office procedures; determining which requests should be handled by the supervisor, appropriate staff member or other offices.
Preparing and signing routine non-technical correspondence in own or supervisor's name.
Scheduling tentative appointments without prior clearance. Making arrangements for conferences and meetings and assembling established background materials as directed. May attend meetings and record and report on the proceedings.
Reviewing outgoing materials and correspondence for internal consistency and conformance with procedures; assuring that proper clearances have been obtained, when needed.
Collecting information from the files or staff for routine inquiries on office program(s) or periodic reports and referring non-routine requests to supervisor or staff.
Explaining to subordinate staff supervisor's requirements concerning office procedures, coordinating personnel and administrative forms for the office and forwarding for processing.
Using WAPA's existing systems and software (e.g. Adobe Acrobat, Microsoft Outlook, Microsoft Office Suite including Word, Excel, PowerPoint, etc.) and various automated/electronic systems including timekeeping, financial, procurement, and travel.
Preparing in final format from draft or handwritten materials a variety of documents, using WAPA standard software, including letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications and legal documents.
Ensuring all documents are accurate in spelling, grammar, punctuation, and format prior to finalizing.
Processing outgoing letters and memorandums, ensuring enclosures, attachments, courtesy copies (cc) and blind courtesy copies (bcc) are correctly included.
Providing miscellaneous data entry and electronic file support, including purchase requisitions, general purchase reservations, and purchase orders for supplies and services, training and travel forms, daily work report, and time and attendance.
Making travel arrangements considering regulations, routes, cost containment, availability, and conveyance. Completing travel forms and/or entering in electronic travel system Concur. Notifying personnel of travel arrangements. Planning itinerary and schedule travel accommodations using knowledge of Federal Travel Regulations (FTR).
Processing invoices through FIMS and Western Area Power Administration Maintenance System (MAXIMO), forwarding to the appropriate personnel for verification and receipt of supplies and services. Contacting vendors on invoice discrepancies, and payment issues. Completing monthly reconciling of credit card statements. Input accruals or providing information for end of period and fiscal year end.
Filing and/or scanning documents, correspondence, and forms. Updating and organizing existing files. Closing out files and contracts for storage. Assisting with Non-Personally Identifiable Information (PII) paperwork dealing with Government employee background checks, benefits, Office of Workers' Compensation, drug testing program, employee physicals, and other as requested.