What are the responsibilities and job description for the Secretary position at Alabama A&M University?
Description
Summary:
Under the direct supervision performs a variety of office support and/or secretarial duties for a specified unit/department, such as composing and word processing a variety of standard documents and correspondence, relaying and resolving routine telephone and/or walk-up inquiries, scheduling calendar items and meetings, making travel arrangements, processing forms, performing data entry, and establishing and maintaining records. Edits and proofreads documents to ensure accuracy.
Examples of Duties
- Report 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.
- Compose 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, 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, 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
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, short and long-term disability, holidays, vacation, and sick leave.
To learn more details, visit our benefits page at http://www.aamu.edu/hr
