ADMINISTRATIVE SECRETARY -07212021-20084 – State of Tennessee – Arlington, TN

Interacting With Computers:

  • Creates and maintains documents, presentations, and spreadsheets using current software.

Communicating with Supervisors, Peers, or Subordinates:

  • Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
  • Provides polite and effective customer service for all individual contacts.

Documenting/Recording Information:

  • Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, and other items.

Scheduling Work and Activities:

  • Organizes and coordinates meetings for outside vendors and division staff.

Getting Information:

  • Prepares files for view by the public.
  • Gathers materials necessary for meetings, interviews, and presentations.
  • Contacts outside agencies for reference data to ensure accuracy of settlements.
  • Retrieves information from files, internet, and databases regarding personnel, payroll, invoices, accounts receivable, etc.
  • Researches past purchase orders, contracts, and other items as requested.
  • Contacts vendors for price quotes.

Processing Information:

  • Performs a variety of routine clerical functions such as compiling/assembling information for dissemination.

Updating and Using Relevant Knowledge:

  • Completes necessary training to remain current on computer software used during daily job duties.

Establishing and Maintaining Interpersonal Relationships:

  • Maintains relationships with internal and external business partners and the general public.

Administrative Activities:

  • Creates documents and e-mails for internal and external communications from copy, rough draft, marginal notes, or verbal instruction.
  • Prepares tabulations and performs a variety of figures including timesheets, mileage, etc.
  • Performs a variety of routine clerical functions.
  • Maintains appointment calendars for office staff.
  • Performs record keeping duties including archiving files of various media.
  • Makes travel arrangements for office staff.
  • Proofreads documents to ensure accuracy of content.
  • Distributes work to units and maintains files for executive or supervisor.
  • Reserves conference rooms for staff meetings and trainings.
  • Processes payment transactions to or from customers.
  • Moves and lifts boxes, files, and equipment as needed.
  • Files documents and items in both paper and electronic formats according to office preference.
  • Submits training requests for office staff.
  • Performs a variety of other duties to ensure efficient use of time for office staff.
  • Maintains contact lists for both the agency and outside contacts.
  • Opening, sorting, sending, and distributing mail.
  • Organizes and maintains stock/file room.

Monitor Processes, Materials, or Surroundings:

  • Audits employee timesheets to ensure accuracy and completeness.
  • Monitors reports and databases to ensure deadlines and policies are met.
  • Monitors employee requisition lists for hiring process including correspondences for interviews.
  • Audits business relevant documents for accuracy and completeness.
  • Monitors the creation of official forms for submission to the forms committee.
  • Tracks payments and correspondence to monitor completeness of the process.
  • Monitors outstanding purchasing and requisition orders throughout the entire process.
  • Monitors inventory levels of standard office supplies to ensure adequate stock for office functionality.
  • Monitors office equipment to ensure proper working condition.
  • Scans documents to minimize the need for hard copy storage.

Communicating with Persons Outside Organization:

  • Answers questions to provide assistance and direction regarding procedures and to provide information by telephone.
  • Screens and directs calls and visitors to proper services.
  • Communicates by telephone, e-mail, or personal contact.
  • Provides polite and effective customer service to all individuals that contact the agency.
  • Notifies technicians if office equipment is not functional.

Inspecting Equipment, Structures, or Material:

  • Inspects office equipment to ensure proper working condition

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