Administrator

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.
• Receives and screens visitors and telephone calls, takes messages, schedules appointments for professionals or management staff, and provides information to callers requiring knowledge of agency operations, supervisor’s point of view, the interpretation and application of policies and procedures.

Meetings

• Schedules and arranges meetings and conferences for professionals or management staff and notifies interested parties.
• Makes travel reservations as needed.
• Takes minutes or recordings of meetings for distribution to meeting 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 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.

Minimum Qualifications

Educational level typically acquired through completion of high school.

Minimum Experience

Three years of administrative support experience including one year equivalent to experienced administrative support work or equivalent to a Secretary Level 1.

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.

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