Secretary (Basic Needs Center) Part-Time + Eligibility List

Secretary Position

Under the direction of a Coordinator, Supervisor or Director of a small program, perform a wide variety of secretarial and clerical duties in support of an assigned department or function. The Secretary provides support to a Coordinator, Director or other supervisor of a small program or function. The Senior Administrative Secretary reports to a Vice President and provides a broad range of administrative support to a College Administrator. The Administrative Secretary performs duties as primary secretarial support to a Dean of a division or Director of a major program or function.

Representative duties include performing secretarial duties and assisting the supervisor with a variety of clerical, secretarial and administrative duties; facilitating communications and coordinating activities between the supervisor, staff, public and other personnel; establishing and maintaining positive staff and public relations; reviewing documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations; composing routine correspondence independently or from oral instructions; compiling data for reports as requested; monitoring budget expenditures and transfers, and maintaining financial records as assigned; maintaining current account balances as assigned; ordering and maintaining office supplies and other materials; communicating information in person or by telephone where judgment, knowledge and interpretation of policies and regulations are necessary; receiving, opening and distributing mail; receiving visitors, answering telephone calls and referring to appropriate staff members; typing a variety of memoranda, reports and other materials; arranging and scheduling a variety of meetings, appointments and conferences; preparing materials for meetings as assigned; training, assigning and reviewing the work of other employees or student assistants; operating a variety of office machines and equipment including a computer and related software applications, typewriter, copier, calculator and other equipment; maintaining office files and preparing and typing reports as necessary; attending a variety of meetings and recording notes as assigned; and performing related duties as assigned.

Minimum qualifications include any combination equivalent to graduation from high school and two (2) years of varied and increasingly responsible secretarial or clerical experience. Knowledge of operations, procedures and methods of office to which assigned; modern office practices, procedures and equipment; applicable computer software programs including word processing, spreadsheets, databases, and email; record-keeping techniques and alpha and numeric filing systems; correct English usage, grammar, spelling, punctuation and vocabulary; interpersonal skills using tact, patience and courtesy; receptionist and telephone techniques. Ability to perform a wide variety of secretarial and clerical duties in support of an assigned department or function; assemble diverse data for the preparation of reports; maintain complex and varied files and records; type at 45 words net per minute from clear copy; interpret and apply specific rules, policies and procedures of the department or function to which assigned; operate a variety of office machines and equipment, including typewriter, computer and applicable software including word processing, spreadsheets, databases, email and other related programs, calculator, copier and other equipment; establish and maintain cooperative and effective working relationships with others; communicate effectively both orally and in writing to exchange information in person and on the telephone; meet schedules and time lines; prepare and type reports, correspondence and related materials; bend at the waist, kneel or crouch to file materials; sit or stand for extended periods of time.