Senior Secretary

Job Title

Under direct supervision provides secretarial assistance to an administrative unit or to the chairperson of an academic unit with seven or more professional employees.

Key Responsibilities

Essential Duties and Responsibilities:

• May report to the unit head or department chairperson or to some other supervisor, and may supervise all other student assistants assigned to the unit or department office.
• Takes dictation and types correspondence, memoranda, reports, instruction sheets, forms, file cards, 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 factual information from files, records, publications and other sources, and tabulates this information in accordance with standardized report forms.
• Receives, open, 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, greets visitors and callers, records messages, and performs the functions of an office receptionist.
• Prepares requests 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.

Qualifications

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

• Associate degree.
• Two (2) years of administrative or clerical experience.

Knowledge, Skills and Abilities

Considerable knowledge of office management practices and procedures. Considerable knowledge of business English, spelling and commercial mathematics. 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 take dictation and to operate a word processor at a corrected rate of fifty words per minute