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, 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

• 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

• 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

• 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.