Secretary, Administrative​/Clerical

Summary:

Under the direct supervision performs a variety of office support and/or secretarial duties for a specified unit/department, such as composing and word processing a variety of standard documents and correspondence, relaying and resolving routine telephone and/or walk-up inquiries, scheduling calendar items and meetings, making travel arrangements, processing forms, performing data entry, and establishing and maintaining records. Edits and proofreads documents to ensure accuracy.

Essential Duties and Responsibilities:

* Report to department chairpersons and may supervise all student assistants assigned to the department office.

* Types correspondence, memoranda, reports, instruction sheets, forms, statistical data or any other material that is relevant to the work of the administrative unit or program to which assigned

* Proofreads all materials typed to ensure their accuracy.

* Compose letters and memoranda from general notes.

* Compiles information from files, records, publications, and other sources, and tabulates this information in accordance with standardized report forms.

* Receives, open, sorts and distributes mail as directed, and assembles related material for use by the supervisor in answering mail.

* Maintains accurate and current records of departmental purchases, equipment, travel, statistical data, daily office activities, daily program activities and appointments.

* Establishes and maintains accurate and current files of letters, reports, records, and other documentary material, and ensures that information in these files is kept confidential.

* Renders some limited kinds of administrative assistance as directed by the immediate supervisor and in accordance with specific written or oral instructions.

* Receives and places telephone calls, schedules appointments and meetings, makes reservations, greeting visitors and callers, records messages, and performs the functions of an office receptionist.

* Prepared request for office supplies when needed, and receives such supplies.

* Performs general office management duties, and recommends methods for improving office procedures.

* Performs any other duties that may be assigned by the immediate supervisor.

* Performs miscellaneous job-related duties as assigned.

Minimum

Position Requirements (including certifications, licenses, etc.):

* High school diploma or equivalent

* One (1) year of clerical experience

Knowledge, Skills and Abilities:

* Knowledge of supplies, equipment, and/or services ordering and inventory control

* Knowledge of Microsoft programs, including Excel, Word, and Power Point

* Working knowledge of office management proactive and procedures

* Working knowledge of business English, spelling and commercial mathematics

* Skill in the use of operating basic office equipment

* Organizing and coordinating skills

* Word processing and/or data entry skills

* Ability to compose and prepare accurate reports, records and correspondence

* Ability to prepare and maintain complex clerical files including statistical reports and materials

* Ability to deal effectively with the public in giving and obtaining information, referring callers and arranging appointments

* Ability to maintain confidentiality of records and information

* Ability to communicate effectively, both orally and in writing