Secretary (Admin)

Job TitleTo provide secretarial and clerical assistance to the Chief Executive Secretary for the overall operation of the Offices of the Executive Director and the Assistant Directors.Job DescriptionAssists the Chief Executive Secretary with the completion of office tasks.Processes mail and routes or files correspondence as appropriate.Types routine correspondence, memoranda, reports, etc. as directed.Processes travel requests and coordinates all travel related functions for the Executive Team and the Policy Council as appropriate.Assists with the preparation of Policy Council meetings and agendas, and makes arrangements for the posting and delivery of the agendas.Answers phone calls for the Executive Director and Assistant Directors.Performs other clerical duties as required, including filing, indexing and recording information, making copies, etc.Assists in the preparation, processing and filing of memoranda and other communication to and from departments and the centers.Assists in recordkeeping and processing of Executive Team leave requests and compensatory time.Serves as a back up to the switchboard secretary in maintaining switchboard open during hours of operation.Attends meetings and trainings as requested.Assists other departments as requested.Performs other duties as assigned by the immediate supervisor and Executive Director.Education and ExperienceMust have a high school diploma or its equivalent.Must be Bilingual (English/Spanish).The position requires basic knowledge of general office procedures and the ability to use office equipment efficiently.Must be able to meet the public in a courteous manner, using tact and diplomacy.Must have at least two (2) years experience as a secretary in a federally funded program, educational organization or other governmental entity.May substitute associate degree in business or comparable credential for one year experience.Must be proficient in Microsoft Word, EXCEL, ACCESS, and other software programs in use.APPLICANT IS REQUIRED TO PROVIDE COPIES OF DIPLOMAS AND CERTIFICATES OF ACHIEVEMENTS WITH APPLICATION.