Common use of Executive Assistant Clause in Contracts

Executive Assistant. Job duties to include but not limited to: • Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. • Conserving executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. • Maintaining executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. • Representing the executive by attending meetings in the executive's absence; speaking on behalf of the executive. • Welcoming guests by greeting them, in person or on the telephone; answering or directing inquiries. • Maintaining customer confidence and protecting operations by keeping information confidential. • Completing projects by assigning work to clerical staff; following up on results. • Preparing reports by collecting and analyzing information. • Securing information by completing data base backups. • Providing historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions. • Maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies. • Ensuring operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. • Maintaining professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies. • Contributing to team effort by accomplishing related results as needed. • Skills include but are not limited to: Writing Skills; Reporting Skills; Supply Management; Scheduling; Microsoft Office Skills; Organization; Time Management; Presentation Skills; Equipment Maintenance; Travel Logistics; Verbal Communication File Clerk Job duties include but are not limited to: • Adding new material to file records, and creating new record as necessary. • Answering questions about records and files. • Assigning and recording identification numbers or codes in order to index materials for filing. • Eliminating outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and GOSR requirements. • Entering document identification codes into system in order to determine file location and track documents. • Finding and retrieving information from files in response to requests from authorized users. • Keeping records of materials filed or removed, using logbooks or computers. • Modifying and improving filing systems, or implementing new filing systems and procedures. • Performing periodic inspections of materials or files in order to ensure correct placement, legibility and proper condition. • Placing materials into file cabinets, drawers, or boxes according to classification and identification information. • Scanning or reading incoming materials in order to determine how and where they should be classified or filed. • Sorting or classifying information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order. • Tracking materials removed from files in order to ensure that borrowed files are returned. • Designing procedural forms related to filing systems. • Gathering materials to be filed from other GOSR departments and employees. • Performing general office duties such as preparing written correspondence, basic research, data entry, copying, scanning, and shredding. Financial Analyst Job duties to include but not limited to: • Supporting the development, implementation, maintenance and operation of various quantitative analytical tools such as databases, spreadsheets and or other systems. • Monitoring and reporting on program activities by actively participating and contributing to daily meetings, messages, reports and programs. • Maintaining tracking systems for various programs by proactively providing status and variance reports. • Conducting research in support of reports, presentations, memos and letters documenting the status and progress of the program. • Providing support in the development of policies and procedures related to the monitoring and reporting of various program activities. • Providing analysis, review and reporting on contract documents, pay applications, change orders and other routine process documents related to the execution of the program. • Following established quality control and assurance measures for documents developed by the program. • Providing constructive and dedicated feedback to policy makers for decision support. Human Resources Assistant Job duties to include but not limited to: • Recruiting and staffing logistics. • Maintaining performance management and improvement tracking systems. • Handling employee orientation, development, and training logistics and recordkeeping. • Assisting with employee relations. • Participating in agency-wide committee facilitation. • Handling agency employee communication. • Assisting in compensation and benefits administration and recordkeeping. • Communicating on employee safety, welfare, wellness, and health reporting. • Handling other employee services. • Maintaining employee files and the HR filing system.