Secretary II

This position provides full-time principal administrative 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 independently receiving a minimum of detailed supervision and guidance, and performs various administrative 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.

Secretary II handles differing situations, problems, and deviations in the work of the office according to the supervisor's general instructions, priorities, duties, policies, and program goals.

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Responsibilities

• 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.
• 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 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 supervisor's requirements concerning office procedures, coordinate personnel and administrative forms for the office and forwards for processing.
• Uses WAPA’s existing systems and software (e.g. Adobe Acrobat, Microsoft Outlook, Microsoft Office Suite including Word, Excel, PowerPoint, etc.) and various automated/electronic systems including timekeeping, financial, procurement, and travel.
• Prepare in final format from draft or handwritten materials a variety of documents, using WAPA standard software, including letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications and legal documents. The nature of the task may range from routine business projects to highly technical engineering documents.
• Ensure all documents are accurate in spelling, grammar, punctuation, and format prior to finalizing.
• Process outgoing letters and memorandums, ensuring enclosures, attachments, courtesy copies (cc) and blind courtesy copies (bcc) are correctly included.
• Provide miscellaneous data entry and electronic file support, including purchase requisitions, general purchase reservations, and purchase orders for supplies and services, training and travel forms, daily work report, and time and attendance. Data entry shall be completed in WAPA’s Financial Information Management System (FIMS), Strategic Integrated Procurement Enterprise System (STRIPES), Automated Time Attendance and Production System (ATAAPS), and other required programs.
• Make travel arrangements considering regulations, routes, cost containment, availability, and conveyance.
• Complete travel forms and/or enter in electronic travel system Concur. Notify personnel of travel arrangements.
• Plan itinerary and schedule travel accommodations using knowledge of Federal Travel Regulations (FTR).
• Process invoices through FIMS and Western Area Power Administration Maintenance System (MAXIMO), forward to the appropriate personnel for verification and receipt of supplies and services. Contact vendors on invoice discrepancies, and payment issues. Complete monthly reconciling of credit card statements.
• File and or scan documents, correspondence, and forms. Update and organize existing files. Close out files and contracts for storage. Assist with Non-Personally Identifiable Information (PII) paperwork dealing with Government employee background checks, benefits, Office of Workers’ Compensation, drug testing program, employee physicals, and other as requested.
• Other duties as assigned supervisor in line with position and WAPA department.