Secretary to State/Federal Programs Director

Federal Programs SecretaryExemption Status/Test: NonexemptReports to: Department Director AssignedDate Revised: 203 DaysPrimary PurposeUnder moderate supervision, organize and manage the routine work activities of a central administrative department office and provide clerical support to a director, coordinator, and other staff members.QualificationsEducation/Certification:High school diploma or GEDSpecial Knowledge/Skills:Proficient skills in keyboarding, data entry, word processing, and file maintenanceAbility to use software to develop spreadsheets and databases and do word processingAbility to prioritize workflow to address the multiple needs of the supervisor or the departmentAbility to multi-task numerous complex administrative activitiesBasic math skillsEffective communication and interpersonal skillsExperience:5 years secretarial experienceMajor Responsibilities and DutiesRecords, Reports, and CorrespondencePrepare correspondence, forms, reports, manuals, and presentations for the director and other department staff members.Compile, maintain, and file all reports, records, and other documentation as required for all programs managed by the department.AccountingPerform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchasing documents, quotes, orders, and purchase orders.Place and receive orders for supplies and equipment for campus and district needs.Order and maintain inventory of office supplies and program equipment.OtherAnswer and respond to incoming calls, take reliable messages, and route to appropriate staff.Maintain a schedule of appointments and assist with travel arrangements for department staff.Make meeting arrangements for department activities including preparing materials, scheduling, setting up facilities, and arranging equipment.Receive, sort, and distribute mail and other documents to department staff.Maintain confidentiality of information.Supervisory ResponsibilitiesNone.Mental Demands/Physical Demands/Environmental FactorsTools/Equipment Used: Standard office equipment including personal computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hours; occasional districtwide travelMental Demands: Work with frequent interruptions; maintain emotional control under stressThis document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.