Secretary II

SummaryAll Native Group is looking for a Secretary II to provide principal secretarial support in an office and can handle differing situations, problems, and deviations in the work of the office according to the office supervisor’s general instructions, priorities, duties, policies, and program goals. This position maintains a close and highly responsive relationship to the day-to-day activities of the office 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 exist in the environment, requiring working knowledge of certain office software programs.Essential Functions· Carry out recurring office procedures independently, and selects the guideline or reference that fits the specific case.· Receive specific instructions on new assignments and completed work is checked for accuracy.· Respond to routine telephone requests that have standard answers; refer calls and visitors to appropriate staff.· Control mail and assure timely staff response, and send standardized email correspondence.· Screen telephone calls, visitors, and incoming correspondence; personally respond to requests for information concerning office procedures; determine which requests should be handled by the office supervisor, appropriate staff member or other offices, prepare and sign routine non-technical correspondence in own or supervisor's name.· 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.· Review outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures; assure that proper clearances have been obtained, when needed.· 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.· Explain to subordinate staff office supervisor's requirements concerning office procedures, coordinate personnel and administrative forms for the office and forwards for processing.· As instructed, maintain calendars, make appointments, and arrange for meeting rooms.· Review materials prepared for approval for typographical accuracy and proper format.· Maintain recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans.· Requisition supplies, printing, maintenance or other services, type, take and transcribe dictation, create and maintain office files.· Additional administrative program support duties may include the following:· Reserve and prepare classrooms, organizing training materials (including duplication and/or photocopies, preparing name tents, door signs, etc.).· Submit service requests, assisting in basic logistical arrangements, perform data entry on course registration/enrollment, run reports, and provide general administrative support to students, instructors, and guest speakers.Competencies· U.S. Citizenship· Fluency in the English Language· Superior organizational skills with a high level of attention to detail· Effective oral and written communication skills· Ability to follow technical direction· Ability to interact effectively in a multicultural setting· Excellent customer service skills· Ability to work effectively and on a team with colleagues in various employment categories such as civil and foreign service government employees and other contract employees· Ability to effectively use Microsoft Office business applications software sufficient to meet the needs of their specific position (e.g. Microsoft Outlook, Excel, Teams, PowerPoint, SharePoint)Supervisory ResponsibilityNone required for this positionWork EnvironmentThis job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.· Must be able to remain in a stationary position 75% of the time.· Occasionally moves about inside the office to access file cabinets, office machinery, etc.· Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.· Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.· Frequently moves standard office equipment up to 25 pounds.· Must be able to work indoor conditions 90% of the time.While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.Position Type/Expected Hours of WorkThis is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as required by business need.TravelTravel is primarily local during the business day, although some out of the area travel and overnight may be expected.Experience· Two to three years of experience in related fieldEducation· High school diplomaAdditional Eligibility Qualifications Desired (Not Required)· Secondary education such as associates or bachelor’s degrees· Experience in an educational or training instituteSecurity ClearanceA Secret clearance is requiredExecutive Order 14043 COVID-19 Vaccination RequirementPursuant to Executive Order 14043, this position may require full vaccination against COVID-19 regardless of work location pending final decisions on the Executive Order. AAP/EEO StatementAll Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status, or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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