Admin - Admin Secretary

Quadrant Inc • Glen Ellyn, Illinois, United States • 3d ago

Job ID: 24-03963

Administrative Assistant/ Secretary
Lisle, IL

MUST:
active Public Trust or other required
Experienced Secretary/Administrative Assistant
4 years exp required with administrative /secretarial functions such as preparing correspondence, scheduling appointments, arranging travel etc..
Experience with Utilizing a variety of software programs (e.g., MS Word, MS Excel, MS Access, Outlook, SharePoint, etc.) in performing assigned work.
Experience with preparing travel arrangements, preparing travel authorizations and vouchers, within prescribed timeframes.
Previous federal support experience preferred

DUTIES:
Anticipate and prepare materials needed for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs others on matters to be considered;
Read publications, regulations, and directives and take action and/or refers to appropriate staff;
Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions;
Advise secretaries within and outside of assigned office on new procedures; request information needed from the office(s) for periodic or special conferences, reports, inquiries, etc.
Responds to routine telephone requests which have standard answers; refers calls and visitors to appropriate staff. Controls mail and assures timely staff response; may send form letters;
Reviews materials prepared for approval for typographical accuracy and proper format;
Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans;
Obtains supplies, printing, maintenance, or other available services. Types correspondence and establishes and maintains office files.
Screens telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures; determines which requests should be handled by others.
Schedules tentative appointments without prior clearance and maintains calendars. Arranges conferences and meetings and assembles established background materials. May attend meetings and record and report on the proceedings;
Reviews outgoing materials and correspondence for internal consistency and conformance with established procedures; assures that proper clearances have been obtained, when needed;
Collects information from the files or staff for routine inquiries on office program(s) or periodic reports. Refers non-routine requests to appropriate staff;
Explains the requirements concerning office procedures.
Coordinates NRC personnel and administrative forms for the office and forwards for processing.

Quadrant is an affirmative action/equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, status as a protected veteran, or status as an individual with a disability.