Quality Enhancement Plan (QEP) Secretary (Part-time)

Job Title

Under the direct supervision performs a variety of office support and/or secretarial duties for a specified unit/department.

Job Description

Summary: Under the direct supervision performs a variety of office support and/or secretarial duties for a specified unit/department, such as composing and word processing a variety of standard documents and correspondence, relaying and resolving routine telephone and/or walk-up inquiries, scheduling calendar items and meetings, making travel arrangements, processing forms, performing data entry, and establishing and maintaining records. Edits and proofreads documents to ensure accuracy.

Examples Of Duties

Duties and Responsibilities:

• Organizes and implements procedures for executing various clerical/administrative assignments.
• Compiles information from files, records, publications, and other sources.
• Composes draft letters and/or reports for the supervisor's review.
• Transmits replies to routine correspondence on the supervisor's behalf.
• Determines when supervisor must handle requests and correspondences.
• Assists in arranging meetings of the unit and serves as recording secretary at such meetings.
• Prepares finished correspondence, reports, or materials as assigned.
• Prepares minutes, correspondence and other documents relating to the operation of the unit or department and proofreads these materials to ensure their accuracy.
• Initiates purchases and payment for office supplies, meeting registrations, travel reimbursements, and others as needed.
• Establishes and maintains accurate and current files and documentary materials and ensures that information in these files is kept confidential.
• Answers unit calls, makes appointments and reservations, receives visitors, and functions as an office receptionist.
• Performs general office management duties and recommends methods for improving office procedures.

Typical Qualifications

Minimum Position Requirements (including certifications, licenses, etc.):

• An associate degree in secretarial science, business, or other appropriate field and
• One year of administrative, clerical, or secretarial experience.
• Must be able to perform administrative/secretarial duties.

Supplemental Information

Knowledge, Skills & Abilities:

• Considerable knowledge of office management practices and procedures.
• Considerable knowledge of business English, grammar, and commercial mathematics.
• Working knowledge of care and operation of standard office equipment.
• Ability to exercise judgment and discretion in interpreting and applying operational policies and procedures.
• Ability to compose and prepare accurate reports, records and correspondence.
• Ability to prepare and maintain complex clerical files including statistical reports and materials.
• Ability to work collaboratively with program coordinators in gathering data.
• Experience in use of Microsoft Office applications including Word, Excel, PowerPoint, Publisher, Access, etc.
• Proficient in social media use such as Facebook, LinkedIn, Instagram, Twitter, etc.
• Ability to use virtual meeting resources such as Zoom, Microsoft Teams, Google Teams, GoToWebinar, WebEx Meet, RingCentral Meetings and others.

Benefits

This position is not eligible for benefits.