Secretary – Maintenance Division (Headquarters) : District of Columbia

American Postal Workers Union

Secretary
Maintenance Division (Headquarters)

Washington, DC

Job Title: Secretary
Location: Maintenance Division (Headquarters)
Shift: 9:00 a.m. – 5:00 p.m.
Reports To: Maintenance Division Director
Submit Application To: jobs@apwu.org

FUNCTIONAL PURPOSE:
Under general supervision, performs a variety of administrative, clerical, and other duties as assigned by the Maintenance Division Director and/or his/her designees.

Schedules appointments, gives information to callers and performs the following duties with minimal supervision.

DUTIES AND RESPONSIBILITIES:
To include but are not limited to the following. Other duties may be assigned.

• Open mail daily and distribute to appropriate personnel for handling. Review and process incoming and outgoing correspondence and communications for review by the appropriate officer.
• Compose various letters, correspondence and/or other material. Proofread all outgoing correspondence. Make copies, scans and files correspondence with related backup material. Establishes new files and purges closed files.
• Answers incoming calls, answers inquiries, provides assistance when possible, or refers to the appropriate individual. Greets visitors, ascertains nature of business, and escorts visitors to the respective officer.
• Records and transcribes minutes of Maintenance Division meetings as assigned.
• Processes requests for information according to established departmental procedures.
• Inputs information into the computer including grievance processing.
• Arranges necessary travel reservations and itineraries.
• Types briefs for arbitration and APWU magazine articles for the Maintenance Division.
• Maintains calendar for Director and schedules appointments for appropriate officers as assigned.
• May be assigned by the Maintenance Director to assist other officers.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required.

EDUCATION & EXPERIENCE:

• High school graduate or equivalent.
• Two years secretarial experience.

SKILLS/ABILITY:

• Must be able to establish and maintain effective working relationships with officers, staff, employees and members of outside agency officials.
• Ability to type 45 wpm.
• Ability to utilize a computer, including but not limited to, Adobe Acrobat, Microsoft Office Word, Excel, PowerPoint & Outlook. Willingness to learn additional software programs.
• Ability to perform duties with neatness and accuracy.
• Ability to use office equipment such as copiers, scanners, fax, desktop computer system and peripherals, etc.
• Individual must be dependable with exemplary attendance and punctuality.
• Must demonstrate excellent telephone courtesy.
• Ability to establish and maintain effective working relationship with APWU personnel, members and general public.