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Administration program involves full range of procedural work
for the office. Its typical functions involved:
Maintain subject matter files and records that relate to the work of the
department . Set up and maintain logs showing the status of actions and
correspondence. Ensure that files include all required documents and that all
documents are properly signed.
Receive visitors and telephone calls to the office, determine the nature of
requests and direct callers to appropriate staff, or personally providing the
information desired when routine or procedural matters of the office are
involved. Take requests for appointments with supervisor and staff. Check on
their availability and confirms appointment. Reschedules appointments upon
request of supervisor or staff member.
Respond to routing and non-technical requests for information such as status
reports, suspense dates for matters requiring compliance, and similar
information readily available from files. This may involve determining whether
or not to release the information based upon the nature or degree of sensitivity
of the information and the requester’s authority to receive the information.
Receive incoming correspondence, screening material prior to distribution for
suspense dates, establishing controls, and following up for supervisor. Reviews
correspondence prepared for the supervisor. Check for spelling, typographical
errors, conformance to formats and procedural requirements.
Schedule appointments and makes arrangements for time, participants, and
location of meetings in accordance with instructions from the supervisor. Makes
necessary arrangements for travel, arranging schedules of visits, making
reservations, notifying organizations and officials to be visited, and
submitting travel vouchers and reports.
Requisition office supplies, equipment, and publications.
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