Secretary III

Date Posted
11/24/2018

City
Salt Lake City

State
UT

Job Type
Full-Time Regular

 
Job Description

SECRETARY III
Place of Performance:
Securities and Exchange Commission (SEC) - Salt Lake Regional Regional Office

Duties/Responsibilities include but not limited to the following:

  • Under the direction of SEC employees as to content, or using syllabuses prepared or approved by the SEC, assists with the update of office forms and procedures, but has no decision making power as to the content of these forms and procedures except when such content is subject to review and approval by SEC personnel
  • Tracks and updates office filing system(s)
  • From information provided by SEC personnel, and with SEC staff reviewing all work before publication, updates Division/Office’s administrative portion of EnforceNet, sec.gov website, group or office SharePoint site or other SEC web application
  • With Project Manager supervision, types letters, reports, newsletters and other documents from the information provided by SEC personnel and with SEC personnel reviewing all such work before its distribution
  • Tracks and updates office level spreadsheets with information and data provided by SEC personnel
  • Creates PowerPoint and other presentation materials with information and data provided by SEC personnel
  • Prepare meeting agendas and supporting materials with information and data provided by SEC personnel
  • Takes minutes at meetings
  • Performs routine clerical, reception, administrative and secretarial duties for the Division or Office requiring minimal tasking by SEC personnel and no exercise of discretion except as directed by SEC personnel or policies and where such duties and tasks are specifically set forth in controlling tasking documents routed through the PM
  • From information provided by SEC personnel, uses computer and software applications to accurately type and edit basic correspondence; enter data; retrieve data; search databases; conduct research; create documents; and send emails
  • From information provided by SEC personnel, processes, routes and files correspondence, documents, and tips, complaints, and inquiries by the public
  • From information provided by SEC personnel, completes SEC forms including time and attendance forms, visitor access requests, desktop publication requests, facilities requests, or office supplies and maintenance needs requests
  • Answers and routes telephone calls: appropriately greets caller, records accurate messages, and documents questions or needed follow-up and communicates this to SEC personnel
  • Assists the public and/or employees at front reception counter: appropriately greets visitors; answers routine questions; locates documents and files
  • From information provided by SEC personnel, arranges video conference meetings and technology set up, and arranges appropriate SEC IT support for teleconferences and video teleconferencing
  • Processes, sorts, and delivers incoming and outgoing mail
  • Prints, copies, faxes, scans, assembles, distributes and files documents and maintains files
  • From information provided by SEC personnel, schedules appointments and maintains monthly calendar; schedules meetings and meeting rooms
  • From information provided by SEC employees, prepare agendas for meetings and prepare meeting schedules; attends meetings to record meeting minutes
  • Maintains and organizes supplies; maintains and stocks office and equipment, as approved by SEC personnel
  • Interacts with other Offices and Divisions and outside organizations to obtain and provide information tasked to the CP either by the PM or by an SEC employee
  • From information provided by SEC personnel, prepares communications and arranges for dissemination of agendas
  • Reviews and proofreads work products to ensure the highest level of quality

Qualifications:

  • 3-4 years of administrative experience
  • Experience with brokerage/securities firms preferred
  • HS diploma required w/1-2 years of vocation/technical training or an Associate’s Degree preferred
  • Intermediate experience with MS Office Suite software (Excel, PowerPoint, Word) and devices (e.g., Blackberry); previous telephone, scheduling, and travel management experience
  • Intermediate communication (written & verbal) and interpersonal skills
  • Customer service skills
  • Ability to be flexible and adaptable who can thrive in a fast-paced environment
  • Intermediate listening and comprehension skills



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