Responsibilities by Level

• Entry:

  • Maintaining office files and records
  • Receiving and referring visitors, callers, and email inquiries to the appropriate person/office
  • Preparing forms from samples or templates
  • Reserving rooms and equipment for meetings

• Mid:

  • Receiving visitors, callers, and email inquiries and respond with routine or nontechnical information
  • Drafting correspondence, forms, and documents of various types based on samples, templates, or general information available; Creating and maintaining office databases, shared drives, and spreadsheets
  • Reviewing and correcting outgoing correspondence or forms
  • Making travel and meeting arrangements
  • Monitoring office supplies and ordering supplies as needed

• Journey:

  • Researching, assembling, and summarizing information from office files or other sources
  • Organizing office filing/record systems to ensure compliance with agency requirements; Requisitioning or purchasing office supplies or equipment
  • Tracking controlled correspondence and following up to resolve delays
  • Gathering and collating information requested from data calls
  • Updating and advising others on administrative procedures

• Senior:

  • Training, guiding, and managing clerical/administrative support in subordinate offices
  • Recommending and developing improvements to administrative procedures
  • Coordinating work and acting as a liaison with other offices
  • Arranging conferences and high-level meetings
  • Researching and preparing background papers, speeches, and reports