Secretary to Senior Director

Job Title

Perform secretarial duties and auxiliary tasks for the division as required.

Qualifications

Education/Certification:

• High school diploma or GED certified and post secondary course work

Special Knowledge/Skills:

• Ability to type a minimum of 50 words per minute
• Proficient in the use of the English language
• Bilingual skills desired
• Proficient computer skills with knowledge of the following software applications:
• Microsoft Word
• Excel
• Microsoft Outlook
• TEAMS (Texas Educating Adults Management System)
• Ability to communicate effectively (verbal and written)
• Strong organizational and data management skills

Experience:

• Four years of job related experience

Major Responsibilities and Duties

1. Assist the director in matters pertaining to the functioning of the Adult Education office.
2. Organize and process preparation of hiring of personnel, absence reports, filing systems and requisition of supplies for the division.
3. Monitor support staff and ensure completeness, accuracy and timeliness of assignments.
4. Assist with preparation of grants.
5. Answer and direct telephone calls to appropriate personnel.
6. Greet visitors and assist them with their requests.
7. Prepare purchase orders and payment authorizations for the division.
8. Process in-county and out of town travel reimbursements as assigned.
9. Compose letters and memorandums as directed.
10. Maintain all files, forms and records for the division.
11. Assist with preparation and record keeping of division budgets.
12. Assist with payroll and other division reports.
13. Receive deliveries and keep inventory of supplies and materials.
14. Prepare daily mail outs and dissemination of mail.
15. Assist division administration with preparation of workshop materials.
16. Provide assistance with proofing of division written communications.
17. Prepare flyers and certificates.
18. Maintain confidentiality of information.
19. Perform other duties as assigned.