Job Details

Duties

Helps by receiving visitors and telephone calls, exercising judgment in screening those which can be handled personally or referred to other staff personnel or divisions. Determines when the supervisor should be interrupted. Personally takes care of many matters and gives out administrative and readily available substantive information to callers.

Keeps the supervisor's calendar. Schedules appointments, meetings, and conferences without prior clearance based upon personal knowledge of supervisor's workload and current issues of importance. Reminds supervisor of appointments and furnishes information from files or schedules briefings by others in preparation for scheduled meetings. Reschedules appointments when it is apparent that supervisor cannot meet previous schedules. During supervisor's absence, maintains a chronological record of events including official visitors, decisions to be made upon return, unfinished business requiring attention, and related matters. Keeps informed of supervisor's whereabouts.

Prepares responses to requests for general information concerning the organization's functions from source material. Anticipates need for information and prepares material so that it is immediately available for supervisor's needs. In the absence of the supervisor, assumes responsibility for ensuring that requests for action or information are made known to responsible officials who can satisfy the request. Follows up on required actions and informs supervisor of status.

Makes arrangements for conferences and meetings, including such matters as location, schedule, agenda, and attendance list. Assembles background material. Attends meetings and performs associated duties. Reminds supervisor and staff members of commitments made and monitors progress until the work is completed.

Reads incoming correspondence, publications, regulations, and directives which may affect the supervisor. Determines those that can be acted upon personally and drafts replies to general inquiries not requiring a technical knowledge of the program. Obtains clarification of instructions from originating offices or other appropriate points. Determines which items are of importance or interest to the supervisor and refers them accordingly. Determines which subordinate echelons of the organization are affected and ensures that chiefs of these organizations are informed. Assists in interpreting instructions and establishing required actions. Maintains suspense records on incoming correspondence and action documents and follows up on work in process to ensure timely reply or action.

Reviews outgoing correspondence for proper format, conformance with general policy and procedural instructions, grammar, accuracy, and inclusion of necessary attachments. Returns such communications to author for correction. Advises and instructs subordinate offices to obtain a higher degree of compliance with general policies and correspondence procedures. Signs routine correspondence of a nontechnical nature.

Provides assistance in the procedural aspects of the office, including distributing work to clerical personnel; explaining report requirements and arranging for submission of data into general reports; and informing and instructing technical and clerical personnel in the preparation of correspondence.

Maintains office files of correspondence, directives, regulations, and other information.

Arranges for travel, arranges visit schedules, notifies organizations and officials to be visited, makes reservations, and submits travel vouchers and reports.

Utilizes word processing equipment to select information from source data or type, from plain copy or rough draft, a variety of material, including military and nonmilitary correspondence, reports, summary sheets, and staff studies, and statistical and tabular material.

Receives requests for information including specialized or classified material from military and civilian persons. Information is frequently provided from personal knowledge of organizational operations. When information is not readily available, advises when it may be expected.

Performs other duties as assigned.