Administrative Secretary

Job Description:

Under general supervision, performs diversified administrative secretarial duties for department head and department as needed.

Duties and Responsibilities

Essential Accountabilities:

1. Answers telephones, routes callers, takes messages and provides routine information to callers.
2. Types memorandums, policies, committee minutes, manuals, letters, forms, procedures, and other general typing as directed, initiating other documents and correspondence as appropriate.
3. Schedules supervisor's appointments; maintains and updates supervisor's daily calendar.
4. Schedules, coordinates and/or arranges meetings, appointments and/or facilities. Attends meetings and records minutes, as required.
5. Establishes and maintains files and records on an ongoing basis.
6. Compiles data for and prepares regularly scheduled or special reports, analyses and statements.
7. Enters and/or retrieves data from established computer files using knowledge of various computer software applications.
8. Takes and transcribes dictation of a highly confidential nature.
9. Opens and routes incoming mail; distributes correspondence and other material to staff.
10. Orders office supplies as necessary.
11. Greets and directs visitors.

NonEssential Accountabilities:

1. Makes travel and lodging arrangements directly or through travel agencies.
2. Performs other related duties as identified.

Common Expectations:

1. Maintains established policies and procedures, objectives, quality assessment and safety standards.
2. Maintains professional growth and development.
3. Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation.

Qualifications

• Notes:
  • Other combinations of formal education, training and experience may be considered.
• Minimum Experience:
  • 6 - 12 months
  • Min Field Of ExpertiseSecretarial training/general business courses
• Minimum Education:
  • Post High School Vocational/Specialized Training
• Physical Demands:
  • Mostly sedentary work
• Skills:
  • OtherBasic computer skills; good interpersonal/communications skills; transcription skills
  • The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.