Job Information
Aspis Secretary III in Columbus, Ohio
This position provides principal secretarial support in an office, usually to one individual, and, in some cases, to the subordinate staff of that individual. The Secretary maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff, works fairly independently receiving a minimum of detailed supervision and guidance, and performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office. Computers may exist in the environment, requiring working knowledge of certain office software programs. Duties may include: Screen telephone calls, visitors, and incoming correspondence; personally respond to requests for information concerning office procedures; determine which requests should be handled by the supervisor, appropriate staff member or other offices, prepare and sign routine non-technical correspondence in own or supervisor's name; b. Schedule tentative appointments without prior clearance. Make arrangements for conferences and meetings and assemble established background materials as directed. May attend meetings and record and report on the proceedings; c. Review outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures; assure that proper clearances have been obtained, when needed; d. Collect information from the files or staff for routine inquiries on office program(s) or periodic reports, and refer non-routine requests to supervisor or staff; e. Explain to subordinate staff supervisor's requirements concerning office procedures, coordinate personnel and administrative forms for the office and forwards for processing.
Performs a variety of record keeping, reporting, and informational duties in support of office programs. Complies, maintains and updates data, lists, and reports.
Checks and verifies data by direct comparison with source documents, pointing out discrepancies, and checks or verifies textual material.
Performs work related to gathering, acquiring, and developing resource materials and other information to support Property Management inspection programs.
Maintains bulletin board (hanging and/or creating fliers/signs), selecting and filing deleted material for future reference. Records, sorts, assembles, and files information on specific projects, facilities, contracts, financial documentation, current projects or studies.
Monitors inventory of office supplies and orders them when necessary, preparing the appropriate purchase requests and/or documents and routing to Property Manager per policy or procedures for approval and purchase. Properly account for supplies
when delivered and notify appropriate official to document receipt.
Monitors, coordinates and maintains a variety of records. Extracts information, enters into databases, manipulates it to determine if trends or patterns exist and generates various management reports for use in Government decision making (i.e., filing LMT lease correspondence, overseeing cable bill payments, updating building POC tenants lists, maintaining parking garage space directories, etc.).
May assist users in the organization with software, hardware, and automation problems. Uses computer software to produce, store and retrieve a variety of documents, including spreadsheets, databases and graphics.
Receive/retrieve daily incoming mail; distribute efficiently and accurately. Deposit/deliver daily outgoing mail to appointed receptacles. Arrange for express document/package services when necessary, i.e. UPS, Federal Express, etc.
Maintains reception office area and greets/directs visitors to appropriate staff. Receives call from tenants and the general public and addresses request(s) for information or building services.
Receive and direct incoming calls to appropriate Government personnel; record/distribute phone messages; provide general and contact information to citizens calling for assistance from a Federal agency.
Possesses and is proficient in computer skills, specifically Microsoft Windows/Office programs (Excel, Word, Access, PowerPoint), Adobe, Google (Mail, Calendar, Drive, Sheets, Docs), and has the ability to become proficient in various GSA computer programs and applications after initial training and orientation. Must be capable of operating routine office equipment, such as scanners, copy machines, fax machines and other miscellaneous office equipment.
May assist with escorting contractors/unlocking doors as needed.
Performs other miscellaneous duties such as activating Personal Identity Verification (PIV) cards and other comparable duties as assigned (i.e., troubleshooting card readers).
Input/track/maintain service requests in NCMMS (generate requested reports, close out tickets per COR, etc.).
Maintains a Desk Reference Guide for their location/position.
Based on knowledge of the supervisor's views, compose correspondence on own initiative about administrative matters and general office policies for supervisor's approval.
Anticipate and prepare materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered.
Read publications, regulations, and directives and take action or refer those that are important to the supervisor and staff.
Prepare 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.
Advise secretaries in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc., and shifts clerical staff to accommodate workload needs.
Aspis standard Supervisory responsibilities
Maintains time and attendance reports.
Other duties as assigned.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, disability, protected veteran status, or any other characteristic protected by law. We will consider for employment qualified applicants with criminal histories consistent with applicable law.