PURPOSES AND SCOPE:
Responsible for initiating and coordinating the clerical and secretarial functions required for the effective implementation of administrative policies of a major academic or administrative unit. General administrative review of objectives provided by a designated administrator.
Employees in this class are usually responsible for directing the work of clerical / Technical staff employees in lower classifications.
WORK PERFORMED:
- Performs typing and transcription duties as required.
- Establishes procedures that implement operational and/or fiscal policies.
- Interprets policies and procedures as established by superiors.
- Compiles data based on research techniques and on statistical compilations involving an understanding of operating unit programs, policies, and procedures.
- Drafts financial, statistical, narrative, and/or other reports as requested.
- Provides authoritative information that tends to establish precedents and which may commit a unit or superior to a policy or course of action.
- Independently composes reports and correspondence containing decisions that tend to establish precedents and which may commit a unit or superior to a course of action.
- Arranges to participate in and implement, as directed, conferences and committee meetings, and office services.
- Other responsibilities.
- Handles daily attendance sheets of staff and keeps a proper record.
- Prepares/issues monthly stationery and computer consumables for the team.
- Nominates employees for different internal /external courses in accordance with their leave schedule and course history.
- Keep up-to-date records of employees about their courses and leaves.
- Ensures the availability of updated records of KPIs for staff.
- Prepares monthly management reports for management.
- Prepares agenda for the various meetings and records the minutes of meetings.
- Prepares and update different action plans for the different task carried out by the team.
- Drafts memos as per directives.
- Keep an up-to-date record of assets under the team including furniture and PCs.
WORK CONTACTS:
- Daily technical and administrative contact with the team’s employees.
INSTRUCTIONS FOLLOWED AND SUPERVISION RECEIVED:
- Reports to Admin Supervisor.
- Works in accordance with the company policy and procedures and compliance with the directives received from the immediate supervisor on administrative matters.
- The supervisor is kept informed of the work progress.
PHYSICAL EFFORT:
- Operating PC 80%.
- Standing/walking 10%.
- Other 10%.
WORK CONDITIONS:
- Normal air-conditioned office 80%.
- Heat 10%.
- Noise 10%.
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