Administrative Secretary

Sunny Glen Children's Home Job description

Job Title:

Administrative Secretary Department:
Administrative Supervisor:
Program DirectorFLSA Status:
Non-Exempt Prepared by:
Human Resources Department Summary Administrative  Secretary duties and responsibilities include providing administrative support to ensure the efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.

Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

Essential Duties and Responsibilities Answer and direct phone calls

Organize and schedule meetings and appointments.

Maintain contact lists.

Produce and distribute correspondence memos, letters, faxes, and forms.

Assist in the preparation of regularly scheduled reports.

Develop and maintain a filing system.

Order office supplies

Provide general support to visitors.

Provide information by answering questions and requests.

Take dictation.

Research and create presentations.

Generate reports.

Handle multiple projects.

Ensure the operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques.

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; and participating in professional societies.

Contribute to team effort by accomplishing related results as needed.

Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

Cover the reception desk when required.

Maintain computer and manual filing systems.

Handle sensitive information in a confidential manner.

Coordinate office procedures

Reply to email, telephone, or face-to-face inquiries.

Develop and update administrative systems to make them more efficient.

Resolve administrative problems.

Receive, sort, and distribute the mail.

Answer telephone calls and pass them on Manage staff appointments.

Coordinate repairs to office equipment

Greet and assist visitors to the office

Photocopy and print out documents on behalf of other colleagues Competencies
- To perform the job successfully, an individual should demonstrate the following competencies:

Continuous Learning
- Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Job Knowledge
- Competent in required job skills and knowledge; exhibits the ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

Use of Technology
- Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

Problem-Solving
- Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics.

Communications
- Expresses ideas and…