What are the responsibilities and job description for the Region Secretary / Receptionist position at Civil Service Employees Association, Inc.?
Starting Salary is $41,222
JOB SUMMARY:
The Secretary/Receptionist assigned to a CSEA Regional Office reports to the Office Manager and is the initial contact for all telephone inquiries and visitors to the Regional Office. Incumbents perform a variety of secretarial support duties.
ESSENTIAL FUNCTIONS:
1. Controls entrance to the Region’s main entrance, screens visitors and admits them through an electronically controlled door. Requests visitors to sign a visitors’ log and determines their business. Notifies appropriate staff that a visitor has arrived.
Discusses the interests of “walk-ins” and personally assists them or calls the appropriate staff member to assist them.
2. Operates a telephone switchboard and answers telephone calls to the Region’s main telephone number. Refers questions to appropriate staff or personally provides information about CSEA programs and services. Answers callers’ general questions or
connects them to the appropriate staff member. Sends booklets and brochures to members.
3. Processes the Region’s mail. Opens envelopes, date stamps documents and distributes mail to staff. Determines who should receive mail that is not addressed to a specific staff member.
4. Provides secretarial support to Region’s staff members. Proofreads correspondence and memoranda, checks clarity, spelling, punctuation grammar and capitalization and types the documents. Discusses questions and suggestions staff members.
5. May perform a variety of related duties: maintains file systems, accepts members’calls to register for workshops and training programs and enters pertinent information into a database, organizes and maintains booklet and brochure display racks, accepts reservations for use of meeting rooms and maintains a master schedule, inventories and orders office and break room supplies.
6. Refers questions to appropriate staff or personally provides information about CSEA programs and services.
7. Performs other duties as assigned.
MINIMUM QUALIFICATIONS:
High school diploma or equivalency, good telephone manner, ability to type 30 words per
minute, good grammar and spelling skills. Familiar with Microsoft suite of office software.
Must successfully complete tests administered by the Human Resources Department.
Note: Advancement to Grade 7 upon two years of satisfactory performance as a Grade 6 Secretary/Receptionist as determined by the department head.
Salary : $41,222
