To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)'s and/or management staff's area of responsibility Note: Secretary Level 2 This is the experienced level. The employee performs a full range of secretarial assignments and uses judgment in making decisions where alternatives are determined by established policies and procedures Correspondence and Documentation <ul> <li>Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms.</li> <li>Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.</li> <li>Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.</li> <li>Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records.</li> </ul> Incoming Visitors and Calls <ul> <li>Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of agency's operations, supervisor's point of view, and the interpretation and application of policies and procedures.</li> </ul> Meetings <ul> <li>Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed.</li> <li>Takes minutes or recordings of meetings for distribution to meeting participants</li> </ul> Information Recording and Archiving <ul> <li>Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control.</li> <li>Enters, retrieves, updates, verifies, and deletes information from electronic files.</li> </ul> Office Supplies <ul> <li>Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels to ensure that stocks meet demand</li> </ul> Safety, Quality & Environment <ul> <li>Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment</li> </ul> Related Assignments <ul> <li>Performs other related duties or assignments as directed</li> </ul> Minimum Qualifications: <ul> <li>Educational level typically acquired through completion of high school.</li> </ul> Minimum Experience: <ul> <li>Three years of administrative support experience including one year equivalent to experienced administrative support work or equivalent to a Secretary Level 1</li> </ul>

Senior Administrator (Jebel Ali)

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