Quality Enhancement Plan; QEP Secretary; Part-time

Position: Quality Enhancement Plan (QEP) Secretary (Part-time)
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.

Duties and Responsibilities:

* Organizes and implements procedures for executing various clerical/administrative assignments.

* Compiles information from files, records, publications, and other sources.

* Composes draft letters and/or reports for the supervisor's review.

* Transmits replies to routine correspondence on the supervisor's behalf.

* Determines when supervisor must handle requests and correspondences.

* Assists in arranging meetings of the unit and serves as recording secretary at such meetings.

* Prepares finished correspondence, reports, or materials as assigned.

* Prepares minutes, correspondence and other documents relating to the operation of the unit or department and proofreads these materials to ensure their accuracy.

* Initiates purchases and payment for office supplies, meeting registrations, travel reimbursements, and others as needed.

* Establishes and maintains accurate and current files and documentary materials and ensures that information in these files is kept confidential.

* Answers unit calls, makes appointments and reservations, receives visitors, and functions as an office receptionist.

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

Minimum

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

* An associate degree in secretarial science, business, or other appropriate field and

* One year of administrative, clerical, or secretarial experience.

* Must be able to perform administrative/secretarial duties.

Knowledge, Skills & Abilities:

* Considerable knowledge of office management practices and procedures.

* Considerable knowledge of business English, grammar, and commercial mathematics.

* Working knowledge of care and operation of standard office equipment.

* Ability to exercise judgment and discretion in interpreting and applying operational policies and procedures.

* 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 work collaboratively with program coordinators in gathering data.

* Experience in use of Microsoft Office applications including Word, Excel, PowerPoint, Publisher, Access, etc.

* Proficient in social media use such as Facebook, Linked In, Instagram, Twitter, etc.

* Ability to use virtual meeting resources such as Zoom, Microsoft Teams, Google Teams, Go To Webinar , Web Ex Meet, Ring Central Meetings and others.