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Secretary III

Washington, DC · Administrative
Since its founding in 2000, TeleSolv Consulting has been committed to helping organizations solve complex problems. Our solutions integrate sound management principles with the most appropriate technologies to assist, guide, and support business operations. 

SECRETARY III

Uses greater judgment and initiative to determine the approach or action to take in non-routine situations; Interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations. 

Duties include or are comparable to the following:
  • Provide backup support for other administrative support staff, both contractor and Federal employees
  • Utilize and operate the Cisco VoIP telephone system
  • Screen calls for the direct report in accordance with established procedures and as directed by the COR
  • Take detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action.
  • Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval
  • Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered
  • Reads publications, regulations, and directives and takes  action or refers those that are important to the supervisor and staff
  • Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of  sources such as reports, documents, correspondence, other offices, etc., under general directions and Advises secretaries in subordinate offices on new procedures
  • Requests information needed  from the subordinate office(s) for periodic or special conferences, reports, inquiries etc.
  • Shifts  clerical staff to accommodate workload needs.
  • Prepare correspondence in final form from draft or handwritten material, letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions specifications, legal documents, and other types of documents
  • Review  documents to ensure compliance with GSA guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing
  • Ensure all enclosures, attachments, courtesy copies, and blind copies are included with outgoing correspondence and make copies as necessary
  • Maintain suspense records on action items and follow up to ensure timely reply and/or action; Make travel arrangements considering regulations, routes, cost containment, availability and conveyance. Complete travel forms and/or enter in electronic travel system. 
  • Notify personnel of travel arrangements and prepare written itineraries
  • Make arrangements for training and complete training forms
  • Make arrangements for conferences and meetings, including scheduling appointments and assembling background materials; maintain conference room calendar of scheduled meetings; and ensure conference rooms and lobby areas are properly arranged.  Input electronic time and attendance reports
  • File documents, correspondence, forms, etc.
  • Update and organize existing files; Close out files and prepare to move to records center or other storage
  • Schedule vehicles which are available from the motor pool; Receive and distribute faxes to employees. Process overnight mail
  • Maintain current telephone listings and employee distribution lists
  • Review all incoming correspondence to determine proper routing; establish and maintain working files; draft a variety of correspondence  or documentation from oral instruction or rough draft; and other administrative support functions  as required by GSA organizations.

Required Experience:
Secretary Level III (Equivalent) 3-4 years of clerical/secretarial relevant experience
 
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