Estimated Length: 3 months M-F, 9am-5pm

Requirements

The work conducted by this position consists of assisting with the collection and analysis of data, correspondence management, record and file management, telephone support, assisting with implementation and compliance of federal requirements, scheduling and calendar management, meeting preparation, assisting in the preparation, review and evaluation of a variety of reports and records, making routine determinations of compliance with agency rules and regulations, as well as other activities as directed by the Regional Office Manager.  The position provides overall support to the Albany Regional Office operations.
 
1.  Answers incoming calls and/or acts as coverage for staff lunch/breaks.  
2.  Identifies self and unit/program to caller.  
3.  Listens to caller and asks clarifying questions when necessary.  
4.  Refers calls to the appropriate person and/or agency.
5.  Maintain a working knowledge of word processing computer programs used by the Agency (i.e., Microsoft Word, Excel and PowerPoint).  
6.  Review incoming correspondence and drafts responses where appropriate.  
7.  Type correspondence, documents, records, and other written material.  
8.  Reviews work for accuracy before distributing. 
9.  Produces work by designated deadlines.
10. Files correspondence and other materials as needed.
11. Processes incoming documents/forms as specified by the unit/facility head or designee.
12. Tracks documents through the administrative process.
13. Gather, compile and prepare data from manual or automated files and other sources for various reports, records, etc.
14. Reviews menu of meeting rooms; identifies and reserves available meeting room for selected meeting day/time.
15. Uses Outlook meeting scheduler to coordinate calendars of attendees and provide notification.
16. Sends meeting notices to identified participants.
17. Compiles, copies and distributes meeting agenda and material needed by participants in advance.
18. Arranges for teleconferences, smart boards and other special equipment required for the meeting.

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