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Summary

The incumbent serves as the personal assistant to the Division Chief, performing office automation functions and clerical, program, and administrative support over a broad range of technical and administrative areas as well as guidance and assistance to support staff in subordinate branches.


Clarification from the agency

Open to U.S. citizens; and CTAP/ICTAP eligibles within the local commuting area. 

 

Duties

 

  • Manages reception area, to include receiving visitors and incoming phone calls, determines the nature of the call or the business of the visitor and directs the call/visitor as required.
  • Assists management staff on internal organizational processes.
  • Routinely evaluates Division office procedures. Develops and recommends changes, as necessary, to maintain consistency or improve efficiency.
  • Assists with Budget and procurement activities.
  • Maintains the Division Chief's calendar, scheduling appointments and conferences.
  • Assembles and organizes material for Division Chief to use during meetings and speaking engagements.
  • Tracks the status of ongoing tasks, schedules, training and projects.
  • Maintains a filing system of correspondence, reports, and other information in accordance with records management policies.
  • Supports the Division's property accountability to ensure property and equipment are inventories, maintained, repaired, modified, and/or excessed in accordance with policy.
  • Provides a broad range of office automation support to the Division, using a variety of electronic data processing systems.
  • Serves as timekeeper and is responsible for monitoring the time and attendance system.
  • Serves as the travel program point of contact. Plans for travel, arranging schedules of visits, and reservations. Prepares and processes blanket and specific travel authorizations and vouchers and maintains records pertaining to employee's travel activities.
  • Prepares, compiles, and edits correspondence, memoranda, reports, data and forms specific to MSHA administration, office management, and production of technical manuscripts or reports.
  • Prepares, reviews, edits, responses for signatures.
  • Creates and processes requisitions and purchase orders for a variety of supplies, materials, and equipment.