DS Office Associate ll

Essential Functions

• Acts as receptionist; greets visitors; answers telephone; provides information; forwards calls to appropriate party; directs visitors to appropriate party.
• Types general correspondence, memorandum, reports, schedules, statistical tables, reports, case records and other materials from rough draft, copy, marginal notes or verbal instruction; checks items for clerical accuracy and completeness; processes clerical work requests.
• Approves requests for use of conference rooms / maintains conference rooms schedule.
• Verifies and processes invoices and submits for payment.
• Sorts, indexes and files material alphabetically, numerically, geographically or by other predetermined classification; reviews files for completeness.
• Receives, sorts, processes and distributes incoming and outgoing mail, overnight packages and other materials.
• Operates a variety of standard office equipment; performs light maintenance on photocopy and postage equipment.
• Maintains unit maintenance needs; submits requests; is primary point of contact with general services and DS Team for maintenance concerns.
• Seeks approval for requested work that is non-routine.
• Works jointly with Program Administrator to order and maintain inventory of supplies.
• Works jointly with Program Administrator to assist with set up of new hires such as providing supplies; ensures emergency and division contact forms are completed.
• Assists Program Administrator with maintaining accurate division data including staff contact lists, TEAMS management, email distribution lists, and office assignments.