Secretary

Job Title

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

Job Description

Composes and word processes a variety of standard documents and correspondence, relays and resolves routine telephone and/or walk-up inquiries, schedules calendar items and meetings, makes travel arrangements, processes forms, performs data entry, and establishes and maintains records. Edits and proofreads documents to ensure accuracy.

Examples Of Duties

Reports to department chairpersons and may supervise all student assistants assigned to the department office. Types correspondence, memoranda, reports, instruction sheets, forms, statistical data or any other material that is relevant to the work of the administrative unit or program to which assigned. Proofreads all materials typed to ensure their accuracy. Composes letters and memoranda from general notes. Compiles information from files, records, publications, and other sources, and tabulates this information in accordance with standardized report forms. Receives, opens, sorts and distributes mail as directed, and assembles related material for use by the supervisor in answering mail. Maintains accurate and current records of departmental purchases, equipment, travel, statistical data, daily office activities, daily program activities and appointments. Establishes and maintains accurate and current files of letters, reports, records, and other documentary material, and ensures that information in these files is kept confidential. Renders some limited kinds of administrative assistance as directed by the immediate supervisor and in accordance with specific written or oral instructions. Receives and places telephone calls, schedules appointments and meetings, makes reservations, greeting visitors and callers, records messages, and performs the functions of an office receptionist. Prepared request for office supplies when needed, and receives such supplies. Performs general office management duties, and recommends methods for improving office procedures. Performs any other duties that may be assigned by the immediate supervisor. Performs miscellaneous job-related duties as assigned.

Typical Qualifications

High school diploma or equivalent. One (1) year of clerical experience.

Supplemental Information

Knowledge of supplies, equipment, and/or services ordering and inventory control. Knowledge of Microsoft programs, including Excel, Word, and PowerPoint. Working knowledge of office management proactive and procedures. Working knowledge of business English, spelling and commercial mathematics. Skill in the use of operating basic office equipment. Organizing and coordinating skills. Word processing and/or data entry skills. 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 deal effectively with the public in giving and obtaining information, referring callers and arranging appointments. Ability to maintain confidentiality of records and information. Ability to communicate effectively, both orally and in writing.