Administrator

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 1This 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 demandSafety, Quality & Environment    Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environmentRelated 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
• Profile description:

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