Administrative Clerk

Job Description

Job Description

Position Summary:

Working under the supervision of the Administrative Director, the Administrative Clerk is responsible for the preparation for meetings, both internal and external, maintaining the filing systems, both manual and digitally, maintaining the reception desk, records room, work room and breakrooms.

Board meeting preparation will include posting meetings at the appropriate times, preparing the agenda and board packets and preparing the meeting minutes. Community meeting preparation will include maintaining contact lists, room set-up and the preparation of meeting minutes when required.

Duties/Responsibilities:

•  Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.

•  Answers and routes incoming phone calls, taking messages when appropriate and directing callers to the appropriate individual or department.

•  Copies, sorts, and files records related to office activities, business transactions, and other matters.

•  Responsible for maintaining workroom equipment including copiers and printer.

•  Performs clerical duties including typing, filing, and completion of simple forms.

•  Prepare letters, memos, forms, and reports according to written or verbal instructions.

•  Attend all board meetings. Prepares board meeting information packets, transcribes meeting minutes related to board meetings, and posts meeting information to website. These are evening meetings, primarily one per month but on some occasions more often.

•  Assists Administrative Director with preparations for community meetings and special events, including meeting minutes as required.

•  Maintains lists of promotional products and community education items.

•  Sorts incoming mail, and delivers to appropriate department or individual mailbox, processes outgoing mail.

•  Create shipments via FedEx and UPS.

•  Receives deliveries and routes to appropriate department.

•  Maintains filing systems both manually and electronically.

•  Order processing of all department office supplies, including toner, ink, etc. for copiers/printers and supplies for the breakroom.

•  Assist Administrative staff as needed.

•  Creation and printing of identification badges for all staff.

•  Performs other related duties as assigned.

Required Skills/ Abilities:

•  Ability to type at least 45 words per minute.

•  Excellent verbal and written communication skills.

•  Excellent interpersonal and customer service skills.

•  Strong organizational skills and attention to detail.

•  Excellent time management skills, with the ability to prioritize projects as directed.

•  Proficient with Microsoft 365 or related software programs.

•  Ability to maintain confidentiality and exercise sound judgement.

Education and Experience:

•  High school diploma or equivalent required.

•  3-4 years of clerical experience required.

Physical Requirements:

•  Prolonged periods of sitting at a desk and working on a computer.

•  Must be able to lift up to 15 pounds at times.

Brazoria County Emergency Service District 3 (BCESD 3} is an Equal Opportunity Employer. In compliance with the American Disabilities Act, BCESD 3 will provide reasonable accommodations to qualified employees and prospective employees.

The statements in this document are intended to describe the general nature and level of work performed by individuals assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the position. This document in no way constitutes a contract of employment. BCESD 3 reserves the right to modify job descriptions, policies, or any other procedural documents at any time, for any reason, without prior notice.

\nCompany Description

BCESD 3 Values are to: Provide a safe, healthful, and environmentally responsible emergency response system, promote teamwork and support our providers, assist our providers in meeting or exceeding local, state, and federal emergency service agency standards, and provide proactive and open communications within the organization, our contracted providers, the community, and related organizations.

Company Description

BCESD 3 Values are to: Provide a safe, healthful, and environmentally responsible emergency response system, promote teamwork and support our providers, assist our providers in meeting or exceeding local, state, and federal emergency service agency standards, and provide proactive and open communications within the organization, our contracted providers, the community, and related organizations.