1. Budget, Procurement, and Payments:
- Assist with preparation of procurement documents as assigned by the Executive Officer.
- Performs other financial and administrative duties as necessary or assigned.
2. Administrative duties, Meetings, and Correspondence:
- Receives, reviews, and sort incoming correspondence to route to the end user for proper delivery. As necessary will attach instructions for handling and follow up to ensure prompt action. Distributes office supplies
- Assembles background information on Division activities as needed for meetings, staff projects or special reports.
- Duties also include managing the Division Directors calendar and monitoring the Divisions main phone line. Manage information requests received by the department that may be made by telephone, letter, email, or in-person visits to the office
- Files documents for the Division. Organize and maintain file library
- Develop or modify filing practices, including the use of electronic rather than paper records
3. Other:
• Routine clerical duties when requested.
• Other office related tasks as assigned.
Complexity
- Moderate complexity
- Works in two or more well-defined roles
- Follows standardized procedures
- Tasks are varied, and require advanced and specialized skills.
- Expected to track and perform multiple tasks concurrently
- Expected to resolve simple problems independently
Supervisory Controls
- Moderate independence
- Regular supervision is in place, but PSC is expected to complete tasks without detailed supervision of standard activities
- PSC generates work assignments but receives detailed instruction from supervisors
- Work products require limited review by supervisors
Qualifications- One to Three years of demonstrated successful experience as an Administrative Officer
- COR I certification, or the ability to become certified within 90 days of selection.
- Authorized federal government purchase card holder, or the ability to become certified within 90 days of selection.
- Experience with modern office methods, equipment and filing systems; business letter and report writing techniques; proof reading; record keeping principles.
- Proficiency in MS Office Suite (MS Outlook, Word, Excel, and PowerPoint).
- Ability to conduct basic news and information research using internet sources and social media.
- Excellent time management skills and ability to multi-task and prioritize work.
- Outstanding attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills.
- Creative mind with an ability to suggest improvements.
Skills Required
- One to three years of demonstrated successful experience as an Administrative Officer
- COR I certification, or ability to become certified within 90 days of selection
- Authorized federal government purchase card holder, or ability to become certified within 90 days of selection
- Experience with modern office methods, equipment and filing systems
- Business letter and report writing techniques
- Proofreading and record keeping principles
- Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint)
- Ability to conduct basic news and information research using internet sources and social media
- Excellent time management skills and ability to multi-task and prioritize work
- Outstanding attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Creative mindset with an ability to suggest improvements
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