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Secretary - Anticipated

Secretary - Anticipated

Job ID 4173
Job Location Phoenix - AZ
Full-Time/Part-Time Full-Time

The Secretary provides secretarial and administrative support for the Western Area Power Administration (Western).  This position performs basic secretarial tasks requiring knowledge of routine office functions, the ability to learn and use proprietary software applications, and an understanding of the organization, programs, policies, and procedures related to the assigned business unit.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following.  Other duties may be assigned.

 

Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.

 

Performs a variety of routine administrative and clerical functions in support of WAPA operations. 

 

Answers switchboard and/or office telephone(s).  Follows established procedures in routing calls to appropriate department / individual for assistance. Takes messages, as required.  Answers TTY calls, and coordinates international calls.

 

Responds to inquiries and information requests in an efficient manner.  Recognizes potential problems / issues, and refers them immediately to the appropriate Point of Contact for resolution. 

 

Coordinates Conference Bridge and conference room center.  Submits weekly conference schedule to appropriate personnel.

 

Maintains the motor pool vehicle log.

 

Works cooperatively with staff on projects, as assigned by supervisor. 

 

Helps to ensure the efficient flow of work, and uses the utmost discretion when handling confidential information.

 

Catalogs all jobs coming into Administrative Support with a work order form.  Indicates type of job, department and individual requesting work, name of individual performing job, and the time it took to complete the job.

 

Provides general administrative support, which may include:

  • Making travel arrangements
  • Entering information / data into GovTrip
  • Timekeeping duties
  • Taking meeting minutes
  • Utilizing automated software tools
  • Maintaining department files and office publications
  • Maintaining office calendars
  • Providing typing, copying, scanning, faxing services
  • Preparing / compiling reports, presentations and spreadsheets
  • Handling mail duties and providing telephone support
  • Preparing correspondence in final form from draft or handwritten material (i.e., letters, memoranda, forms, reports, etc.)
  • Reviewing documents to ensure compliance with Western’s guidelines, procedures and standards of spelling, grammar, punctuation and formatting
  • Arranging conferences and meetings, which includes scheduling appointments and assembling materials
  • Providing Records Management Program support
  • Handling sensitive information and documents with discretion containing Privacy Act, For Official Use Only, and/or sensitive information.

Providing other support and/or backup as assigned

 

Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.

 

Responsible for aiding in own self-development by being available and receptive to all training made available by the company.

 

Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers.  Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources.  Will immediately correct any unsafe conditions to the best of own ability.

 

Note:  To avoid misidentification with the public as being a Western official, responsible to identify contractor status when attending meetings, answering Western telephones or working in other situations where their contractor status is not obvious to third parties.   Must also ensure all documents or reports produced are suitably marked as contractor products or that contractor participation is appropriately disclosed (IAW FAR Part 37.114(c)).  Responsible to obtain and wear badges in performance of this service.

 

EDUCATION / EXPERIENCE

Must have relevant education and general office experience as specified below, or equivalent combination of education / experience.

Secretary – Level 3 (Associates Degree and minimum of 1 year relevant experience)

Secretary – Level 2 (Associates Degree and minimum of 6 month’s relevant experience)

Secretary – Level 1 (High School Diploma or GED and minimum of 1 year relevant experience)

 

CERTIFICATES / LICENSES / REGISTRATION

 

JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES

Knowledge of policies and procedures governing program area of support

Operational knowledge of standard office practices and procedures

Proficient in the use of standard office equipment such as computers, typewriters, copiers, fax machines, telephone systems and office automation systems

Skilled proficiency in the use of Microsoft Windows and Office programs (i.e., Word, Excel, Outlook, PowerPoint, etc.)

Ability to discreetly handle information containing privacy act and/or sensitive, confidential information

Ability to work under immediate supervision as well as to follow instructions and pre-established guidelines

Ability to compose correspondence from draft to final version, both electronic and hard copy

Excellent verbal and written communications skills with ability to prepare a variety of documents such as reports and correspondence 

Exceptional customer service and relationship-building skills

Detail-oriented with excellent organizational skills and ability to handle multiple projects / priorities

Ability to take initiative and to follow through on tasks

Ability to identify problems and to use sound judgment

Ability to work effectively both independently and in a team environment toward the successful achievement of goals

 

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos, ability to write simple correspondence, ability to effectively present information in one-one-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos, ability to write simple correspondence, ability to effectively present information in one-one-one and small group situations to customers, clients, and other employees of the organization.

 

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.