Administrative Assistant III
Public-Private Partnership Center
Quezon City, Philippines
7d ago

Status : Permanent Place of Assignment : Project Development Service Annual Salary : Php 209,676.00

Qualification Standards

Education : Completion of two (2) years studies in college Experience : One (1) year of relevant experience Training : Four (4) hours of relevant training Eligibility : Career Service (Subprofessional) / First Level Eligibility

Job Summary

  • Under general supervision and with some latitude for the exercise of independent judgment, provide secretarial services and administrative support to the Director IV in terms of conducting and organizing administrative tasks and activities including receiving and handling information;
  • and does other related work.

    The Secretary II will perform the following duties :

    1. Files

    Set up / organize and maintain a filing system for OD files, archives, and other records systematically (in alphabetical order) for easy storage and retrieval.

    2. Correspondence

  • Liaise for incoming and outgoing phone and mail correspondence.
  • Receive calls from internal and external clients and either answer questions or forward the calls, screens the list of callers and relays the messages to the supervisor or leaves messages at his / her desk on the While you were out cards’.
  • Make calls on behalf of the supervisor to communicate information to customers / clients, to schedule appointments or to follow up on inquiries.
  • Receive, screen, sort, record, prioritize, and label incoming and outgoing correspondence and mails for the Service.
  • 3. Documents

  • Copy documents for mailings or for internal distribution.
  • Fax documents from OD to clients or customers, receive and record incoming faxes and pass on to the appropriate person.
  • Proofread documents before they are sent out of the office.
  • Operate office equipment
  • 4. Reception

  • Projects the image of the Service by offering a friendly and professional reception to people who come into the office through (a) assisting visitors in finding their way around by directing them to the people they came to meet;
  • and (b) maintaining guest relations by greeting / welcoming visitors and make them comfortable by offering refreshments.

    5. Other Office Tasks

  • Carry out routine clerical tasks and errands as follows : scheduling meetings, canceling, confirming, or rescheduling appointments, following up attendance, venue booking and set up, preparing supplies and materials, taking notes and preparing minutes of OD meetings, and ordering and serving refreshments / food for attendees and liquidating expenses, and following-
  • up action on agreements / tasks with concerned parties.

  • Take down dictation from the supervisor and prepare correspondence (memo or letter) or execute the work.
  • Arrange / book travels of supervisor, including the preparation of documentary requirements.
  • Maintain office supplies inventory to ensure availability, anticipating needed supplies, placing and expediting orders from suppliers.
  • Manage memberships and subscriptions by enrolling and renewing memberships to various organizations and subscriptions of various publications that the supervisor has subscribed to.
  • Act as a liaison between the various divisions and the Director and give an accurate report of the Service’s activities to the Director.
  • 6. Perform other work that may be assigned from time to time by the superior or by higher authorities.

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