The Secretary III provides an advanced level of secretarial services in support of the Southwestern Power Administration headquarters and field offices. This position performs moderately complex secretarial tasks requiring knowledge of routine office functions. This position also provides support for the processing of accounting reports, financial and other audits, payroll assistance, deposit services, travel vouchers, vendor invoices, interagency bills, and other miscellaneous services.
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.
Receives, directs, and assists visitors. Provides procedural information and answers general inquiries related to operational matters.
Answers incoming phone calls. Provides information, takes messages, screens request or refers calls to appropriate person.
Uses word processing, spreadsheet, and database software to provide data entry and to generate a variety of materials, including correspondence, purchase orders, travel orders / authorizations, reports, handouts, exams, budgets and other materials. Some software is specialized to satisfy the requirements of the Department of Energy and the federal government.
Maintains manual and electronic filing systems. Creates new files, updates existing files, and removes files no longer in use. Pulls and refiles records in accordance with government regulations and Southwestern policy.
Reads and determines disposition of incoming correspondence and faxes. Distributes mail, and prepares outgoing mailings.
Maintains records of expenditures such as travel, fleet or purchases. Reconciles monthly credit card statements.
Assists in budget preparation for several work units.
Composes routine letters and memoranda for review.
Keeps appointments and suspense calendars.
Conducts basic research, and gathers information for use in reports or correspondence.
Copies and collates materials for use in reports and presentations. Distributes materials to specified parties upon request.
Prepares travel, training, performance, and time and attendance records in accordance with regulations and Southwestern policy.
Maintains inventory and supply of forms.
Checks correspondence for grammatical errors, spelling, and consistency with the rules of the English language and the government style manual.
Assists government personnel in document preparation for procurement packages, including purchase requests, specifications and related material.
Replies to prompt pay requests, and meets prompt pay requirements.
Maintains logs of utility invoices, vehicle maintenance, gas tickets and pike pass for all vehicles; enters information into monthly spreadsheet, as required.
Assists purchase cardholder with purchases less than $3,000. Prepares purchase requests and material receipts using Oracle financial system.
Assists with various North American Electrical Reliability Corporation (NERC) compliance activities to include tracking agency compliance with specific standards and requirements.
Independently composes correspondence and presentation materials that directly impacts Southwestern’s customer relations and contract execution packages.
Assists with tracking and monitoring budget status of funds, budget execution, and projected budget for future years.
Monitors travel and training budgets to ensure available funding meets travel/training requests. Coordinates additional budget request by working closely with Directors.
Travels to pick up and receive mail twice daily.
Identifies excess property items during inventory process and compiles report for Administrative Officer and assists with routine property transfers.
Documents warehouse distribution each week using Oracle financial system.
Maintains First-Aid cabinets.
Assists with the environmental, safety and health activities.
Maintains chemical inventory and material Safety Data Sheets.
Assists Headquarters Office personnel with video conference meeting setups.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
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 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.
EDUCATION / EXPERIENCE
Associate's degree and a minimum of three (3) years relevant experience, or equivalent combination of education / experience.
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
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 read and comprehend simple instructions, short correspondence and memos
Ability to compose correspondence from draft to final version, both electronic and hard copy
Excellent verbal and written communication skills with ability to prepare a variety of written documents such as correspondence, reports, etc.
Exceptional customer service and relationship-building skills
Excellent presentation skills with ability to effectively present information in one-on-one and small group situations
Excellent organizational skills with ability to handle multiple projects and priorities
Ability to work effectively both independently and in a team environment
Detail oriented with ability to take initiative and follow through on tasks
Ability to identify problems and to use sound judgment
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.
Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance
Ability to apply commonsense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.