Job Description
Performs a variety of administrative or executive support tasks that are highly
confidential and sensitive.
Coordinates office management activities for the administrator, executive or
commission.
Researches, compiles, assimilates, and prepares confidential and sensitive documents,
and briefs the administrator or executive regarding content.
Reads and screens incoming correspondence and reports; makes preliminary
assessment of the importance of materials and organizes documents; handles some
matters personally and forwards appropriate materials to the administrator or executive
and staff.
Receives and screens incoming calls and visitors, determines which are priority matters,
and alerts the administrator or executive accordingly. Makes referrals to appropriate
staff or provides requested information.
Informs others of the administrator’s or executive’s position on issues.
Composes letters and memoranda in response to inquiries.
Acts as liaison between the administrator or executive, subordinates or others, by
transmitting directives, instructions and assignments and following up on the status of
assignments.
Produces a variety of documents, charts, and graphs in final form.
Updates administrator or executive on status of issues before scheduled meetings.
Prepares agenda and collects materials for meetings, speeches, and conferences;
takes minutes and keeps records of proceedings.
Plans and coordinates arrangements for professional conferences.
Reviews, proofreads, and edits documents prepared for the administrator’s or
executive’s signature.
Takes and transcribes dictation on technical and confidential matters from the
administrator or executive.
Coordinates and facilitates the administrator’s or executive's calendar to arrange
appointments, meetings, and conferences.
Recommends actions to be taken on office expenditures such as equipment and supply needs.
Job Specification
Assists with preparation of the office budget.
Assists with the establishments, revisions and maintenance of office procedures and
policies.
Compiles and maintains records, statistical information, and reports.
Participates in and /or coordinates committees or task forces.
Establishes and maintains various filing and records management systems.
Makes travel arrangements; prepares itineraries; prepares, compiles and maintains
travel vouchers and records.
Operates standard office equipment.
Performs related work as assigned.