This position is established within the organizational structure
listed on the attached cover
sheet (AD-332). The incumbent of
this position provides general clerical assistance. The following
is typical of assigned duties:
A. Receives telephone calls, visitors, and mail, exercising considerable judgment in screening those which can be handled by supervisor’s subordinates or other offices, and tactfully refers them as appropriate. Handles routine matters independently.
B. Establishes and maintains
office filing system. Searches files, locates materials, and furnishes
materials to requestor.
Searches for materials not easily identified and for misfiled items, using a knowledge of the work of the requestor and
C. Compiles data for inclusion
in lists, reports, charts, or narrative statements; examines and verifies data
records this information in the required format using the terminology and procedures common to the office.
D. Prepares and updates
recurring reports by researching information in files or office records, or
after consultation with
senior staff members.
E. Drafts correspondence of a
noncomplex nature; develops standard letters/form letters; prepares written
proper format and which are grammatically correct and in compliance with established procedures; and ensures they
are written in a clear, concise manner.
F. Schedules meetings and
conferences when required; ensures that each participant is notified; makes
space, working materials, and other administrative support when needed.
G. Gathers and assembles
background materials needed for meetings or as part of an office project,
report, or research
H. Processes and maintains
office forms/paperwork of an administrative nature as required (i.e.,
lists, training forms, supply requisitions, travel documents, time and attendance reports, etc.).
I. Resolves recurring problems in the office by setting up simple procedures or improved methods of operation.
J. Performs administrative
support duties, such as keeping time and attendance records, photocopying,
K. Performs other duties as assigned.
REQUIRED Knowledge of staff assignments sufficient to refer telephone callers, visitors, and mail to appropriate
staff members, and to obtain information.
Knowledge of office procedures and agency clerical and administrative policies sufficient to establish and maintain files; route mail; perform a variety of record keeping, data gathering, reporting, and informational duties; and assist in expediting the work of the office.
Factor 3 Procedures for doing the work have been established and a number of specific guidelines are GUIDELINES available, including verbal instructions, procedural and style manuals, HUD regulations, and other material related to the clerical work of the organization. Judgment is used in locating the most
appropriate guides, references, and procedures.
Factor 4 The work consists
of duties that involve related steps, processes,
COMPLEXITY or methods.
The decision regarding what needs to be done involves various choices, requiring the incumbent to recognize the existence of and differences among a few easily recognizable situations.
Actions to be taken or responses to be made
differ in such things
as the source of information, the kind of transactions or entries,
or other differences of a factual nature.
Factor 7 The purpose of the contacts is to
provide or obtain information
PURPOSE OF or to provide for coordination with other offices.
Factor 8 The work is primarily sedentary, but
occasional walking, stooping,
PHYSICAL lifting, and bending are required in carrying out the duties of the
Factor 9 The work is performed in an office