Secretary 2(Hybrid)

Description

• Orders supplies when necessary;
• Coordinates with others both within and outside of the organization on a variety of non-routine matters.
• Ordering field and office supplies and equipment;
• Distributing and filing a variety of documents and reports; assisting with response to FOI requests;
• Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.;
• Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included.
• Maintains time and attendance records;
• operate office equipment which includes computers, tablets, and other electronic equipment;
• Provides advice to callers regarding policy and procedures (e.g., citing a regulation to solve a specific problem);
• Coordination with office staff;
• operate office suite software;
• Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature.
• Preparing correspondence and technical reports (including letters to towns, utilities, federal funding partners, consultants, etc.);
• Greets and directs visitors;
• Assists in preparing and monitoring the office budget (e.g., compiles figures, reviews statistical reports, verifies expense items);
• Takes notes and/or meeting minutes;
• Prepares expense accounts;
• Designs and initiates new forms and procedures to facilitate workflow;
• Maintains an inventory of supplies and equipment;
• Organizes and maintains files (including confidential files);
• Maintains, updates and reviews reference materials and manuals.
• May make recommendations to the supervisor.
• schedule and prioritize office workflow;
• Tracking and scheduling training;
• Maintaining office files and processing files for record retention;
• Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.
• Reports and submittal reviews (which includes but is not limit to review and comparison to requirements), submittal tracking, and related entry of data into databases (data entry);
• Writes minutes of meetings, lectures, conferences, etc. from rough draft;
• Mail handling; maintaining office inventory;
• Arranging interviews and meetings;
• Arranges and coordinates meetings (including space and equipment);
• Answers phones and screens incoming calls;
• Copying and distribution to stakeholders both within the department and outside the department;
• take notes (shorthand, speedwriting or other method acceptable to the supervisor).
• Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports);
• Designs office filing systems;
• Answering telephone calls and supplying information requested or redirecting inquiries;
• Screens letters, memos, reports and other materials to determine action required;
• Assisting with travel authorizations;
• Makes travel arrangements.
• Completes, processes and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.);

Requirements

• Edits using knowledge of grammar, punctuation and spelling.
• Experience with Microsoft Office Suite including Microsoft Outlook (including managing multiple calendars), Word, Excel, PowerPoint, SharePoint, Teams, and Bluebeam
• Experience processing confidential and time-sensitive information for accuracy and completeness while meeting deadlines
• Ability to
• Considerable knowledge of
• Experience addressing telephone, written, and in-person inquiries for information and assistance
• Knowledge of
• interpersonal skills;
• Experience communicating verbally and in writing to multiple diverse populations and skill levels
• proper grammar, punctuation and spelling;
• Experience preparing and distributing electronic memos, documents, and letters in Microsoft Office SharePoint
• business math;
• Experience composing and editing business communications and editing letters and reports with correct grammar, spelling and punctuation and an understanding of engineering and construction terminology
• Proofreads for content;
• oral and written communication skills;
• Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).

Benefits

• Professional growth and development opportunities.
• Hybrid work opportunity (Telework policy can be found here)
• A healthy work/life balance to all employees.

Training + Development

Interview process

Visa Sponsorship

Security clearance