Job Summary

Performs a variety of clerical, administrative, secretarial, receptionist and / or typing functions.

Duties and Responsibilities :

Performs a combination of the following typical / representative duties :

Performs administrative functions. Prepares correspondence such as letters, memos, Naval messages, etc. in proper format from rough draft.

Screens telephone calls; makes appointments and provides general information. Receives, sorts and distributes incoming mail, accounting documents, data processing printouts, etc.

Prepares, separates, sorts, matchs, verifies, audits, extends, posts, etc. documents such as credit sales slips, cash receipts, merchandise transfers, invoices, reports of goods received, journal vouchers, personnel actions, etc.

Inputs required information to automated systems (merchandising, finacial, personnel, distribution, etc.)

• Performs sales audit functions such as preparing or assisting in the preparation of the daily cash report.
• Communicates with activity personnel / departments / vendors to coordinate work and / or research and resolve problems or discrepancies.

May maintain personnel records.

• Makes travel arrangements for employees and official visitors. Makes lodging reservations and arranges appropriate area clearances.
• Prepares routine reports requiring the gathering and compilation of information / data from department operating records, financial records, personnel records, etc.

May develop and compile statistical data, as required. Prepares charts, graphs, spreadsheets, etc. using automated equipment and software.

• Performs timekeeping functions. Audits or assists in reviewing time cards; processing payroll, maintaining payroll record files and balancing / reconciling payroll.
• Performs receptionist duties. Greets, logs and screens visitors. Provides general organizational information. Operates a telephone switchboard.
• Maintains office supplies inventory. Prepares requisitions and / or purchase orders for supplies and maintenance work, as needed.
• Carries out policy of courtesy and service. Exercises tact, good manners and courtesy when assisting customers and fellow associates.
• Works under the supervision of a designated supervisor who makes assignments and is available for guidance and assistance.

Refers difficult or unusual problems to supervisor for assistance. Work is reviewed by spot check for accuracy and conformance with established policies and procedures.

Performs other related duties as assigned.

GENERAL EXPERIENCE : 1 year progressively responsible clerical or office work of any kind in which the applicant has demonstrated the ability to perform satisfactorily at the grade level of the position.

SPECIALIZED EXPERIENCE None required

OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE 1 / 2 year academic study above the high school level may be substituted for each 6 months of 1 year of general.

Last updated : 2024-06-26