SECRETARY-(OA)

NEXCOM Enterprise - Virginia Beach, Virginia

Job Summary: Serves as Secretary to a NEXCOM Group/Division Director responsible for making appointments, screening requests or meetings or briefings, relieving Director of clerical work and minor administrative/business details, etc.

 

Duties and Responsibilities:  

Screens all calls and visitors, and personally responds to most questions. Completes most business involving established policy or routine matters. Determines which matters must be referred to the Director for action. Postpones matters which must be referred until required background information is obtained.

• Screens requests for meetings or briefings from members of the staff and arranges appointments within the Director's schedule. Arranges meetings including space, time and staff representation. Assembles background material for agenda items and notifies participants of items to be discussed. Ensures all aspects are covered to ensure meetings are conducted efficiently. 
• Receives and reviews all incoming correspondence, publications and directives. Determines which matters require supervisor's attention. May personally respond to or redirect correspondence. Conducts research necessary to prepare replies. Follows up to ensure actions are completed within time frame established.
• Screens all correspondence prepared for the Director's signature for clarity, completeness of reply, and grammatical and procedural correctness. Reviews for technical adequacy of content and, if necessary, personally coordinates with and obtains clarification from originator of correspondence.
• Types a wide variety of correspondence including complex types such as congressional memoranda and reports. Utilizes automated equipment in the performance of duties.
• Makes travel arrangements for the Director. Prepares travel orders; plans and schedules itineraries to ensure maximum economy of time, and ensures that all concerned are aware of the Director's travel and appointment schedule. Completes travel claim vouchers based upon information provided by the Director, ensuring documents are maintained on file.
• Performs a variety of administrative functions. Typical responsibilities include tracking and reporting divisional expenses (payroll, travel, office supplies, etc. vs. budget), ordering office supplies and performing time keeping functions.
• Ensures that the practices and procedures used by secretaries within the division are consistent with established correspondence methods, policies and procedures.
• Treats callers and customers, both internal and external, with respect and courtesy. Discharges responsibilities tactfully and diplomatically
• Is privy to confidential/sensitive information and must ensure confidentiality of division matters.
• Performs other related duties as assigned.

GENERAL EXPERIENCE:

3 years experience in general office work, including typing and routine clerical duties.

 

OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE: 1 year academic study above the high school level may be substituted for 9 months of experience, up to maximum of a 4 year bachelor's degree of general experience.

 

AND SPECIALIZED EXPERIENCE: 1 year of responsible experience in secretarial work involving responsibility for serving as principal assistant for a supervisor, which included participation in the work of the supervisor through a close and direct working relationship or similar work that demonstrated the ability to execute the responsibilities of the position.

---

Posted: 30+ days ago

Apply Now