What are the responsibilities and job description for the Secretary V - 005257 position at University of South Alabama?

Minimum Qualifications

High school diploma or equivalent and four years of progressively responsible secretarial experience. An equivalent combination of education or experience may be considered.

Preferred Qualifications

Job Description Summary

The University of South Alabama’s Office of Engineering, Design & Construction is seeking to hire a Secretary V. Interested candidates should apply to be considered.

Essential Functions

These are the job duties required of the position.

Essential Functions

Assists departmental administrators and supervisors with planning, initiating, and carrying to completion moderately complex clerical and secretarial duties and routine activities under supervisor guidance.
Keeps the supervisor’s calendar and arranges various appointments.
Maintains department calendar for vacation and sick time for Engineering, Design and Construction (ED&C), Project Management, Space Management, and Interior Design.
Assists with preparing bid documents which includes typing of technical specifications, bid invitations, arranging bid dates, revising contracts, proposal forms, research vendor names and addresses, notices to proceed and contracts for out-sourced needs.
Assists with staff or department meetings for the purpose of taking notes or minutes, or is briefed on meetings immediately after they take place in order to know what amendments were made and what developments have occurred in matters that concern the department.
Collaborates with the Project Coordinator for ED&C to manage all front-end specifications documents, including following tasks, preparing jobs, checking for Department of Construction Management (DCM) form updates, and coordinating with Architects/Engineers, Associate Director of ED&C and Project Managers.
Collaborates with the Project Coordinator for ED&C to manage bid invitations, bid dates, bid advertisements and addendums with the Associate Director of ED&C, Project Managers, and Purchasing department.
Sends out bi-weekly project report to other facility departments.
Manages ED&C offices needs including following tasks, ordering office supplies, maintaining office equipment, handling computer center requests, and office furniture requests as needed.
Manages and updates the ED&C website using University resources.
Acts as the proxy in Concur for Pcard holders.
Creates and expedites campus wide emails for outages and road closures for the Facilities area.
Assists in making arrangements for meetings including space, time and place, informs participants of topics to be discussed and may provide participants with background information.
Receives and routes telephone calls and answers routine questions regarding standard policies and procedures under the supervisor’s jurisdiction.
Assists with greeting, announcing, and routing visitors as needed.
Assists in interviewing and selecting clerical, secretarial, and student employees as needed.
Maintains alphabetical and chronological files.
Regular and prompt attendance.
Ability to work schedule as defined and overtime hours as required.
Related duties as required.