Administrative Support Specialist Job in Not Specified, Maryland US
Administrative Support Specialist
Specific Job Description Appointments, Calendars and Schedules ?Exercises control over the Director?s appointments. ?Schedules and prioritizes appointments and meetings, accepts or declines invitations in accordance with protocol requirements, and arranges for substitute representation based on knowledge of the OD EO operations and staff as well as personal knowledge of the EO preferences, priorities, commitments, protocol, workload, current issues, unwritten policies and practices. ?Keeps EO informed of all commitments. ?Screens all calls and visitors, answering most questions and completing most business involving established policy ?Coordinates meeting logistics. Mail, Correspondence, and Reports ?Screens correspondence and brings those of significance to the EO?s attention. ?Organizes and maintains office filing systems, including electronic databases, to include the customized EO Track ing System. ?Creates reports, minutes and document drafts as requested. ?Completes forms and prepares for signature. ?Creates routing slips for all correspondence with appropriate officials and locations. Public Contact Work ?Receives and screens visitors and calls as necessary, takes messages and monitors returned calls. Returns calls when necessary or appropriate on behalf of the EO. ?Refers administrative problems/situations to the appropriate individual. ?Notifies the appropriate staff member of the need for information or recommendation, and either prepares the draft response or follows up to ensure a timely response by others. ?Coordinates administrative and logistical aspects of a variety of events. ?Takes minutes at staff meetings, and other meetings as requested. ?Prepares office supply purchase requests, canvasses staff as necessary. Works with procurement official to ensure requests are filled in a timely manner. Presentations and Meeting Attendance ?Creates power point presentations, talking points and/or handouts as required for presentations. ?Records minutes/notes during meetings in order to translate into presentations. ?Attends meetings/presentations at the request of the EO, takes notes and captures action items/issues; translates information to the EO. Standard Job Description Performs variety of activities in support of functional areas such as finance, purchasing, or human resources or for a specific project/business/technical unit. Gathers, collects, records, tracks and verifies data and information from multiple sources. Compiles, reviews and analyzes data. Uses software for functional area, to compile and generate reports, statistics, timelines, tables, graphs, correspondence and presentations. May design processes to enhance work flow. Provides data and information to others on functional unit processes and procedures.