Administrator

Job description:

JOB PURPOSE:
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.

Note: Secretary Level 1
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.

 KEY ACCOUNTABILITIES:
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
Visitors and Incoming Calls
    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
Meetings 
    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
Information Recording and Archiving 
    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.
Office Supplies
    Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels to ensure that inventory stocks meet demand
Safety, Quality & Environment
    Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment
Related Assignments
    Performs other related duties or assignments as directed

QUALIFICATIONS & SKILLS:
Minimum Qualifications:
    High School Completion
Minimum Experience:

    Up to two years of administrative support experience 
Skills:

    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

Skills:

    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