Secretary Administration - Assessment 25-26 SY

General Definition of Work:

Performs intermediate skilled clerical and responsible technical work involving a variety of administrative support and clerical tasks in an office environment; does related work as required.  Work is performed under general supervision; however, the position expects the employee to be able to manage their own workload, prioritize tasks, and make independent decisions about how to complete their work with minimal supervision.

Essential Functions/Typical Tasks:

Providing administrative support to a division or office; preparing and maintaining detailed and/or confidential records and files; preparing reports.

(The following tasks are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

1. Acts as receptionist; greets visitors; answers telephone; provides information; forwards calls to appropriate party; assists with the completion of standardized records or documents; directs visitors to appropriate party.

1. Enters a variety of data into computer; verifies statistical and other records for accuracy and completeness; enters and retrieves sensitive and restricted information into computer system.

1. Processes a variety of documents including correspondence, memos, forms, purchase orders, requisitions and related documents, where a knowledge of format and presentation is necessary; answers routine correspondence independently; generates a variety of reports.

1. Prepares and maintains office files, accounts and other records.

1. Files office correspondence and records, determining proper file designation to be used and sees that the proper distribution and disposition of notices, memoranda, directives and related material is made.

1. Keeps abreast of changes in state regulations pertinent to the department assigned.

1. Uses discretionary judgment on matters of importance and maintains strict confidentiality related to all aspects of the work place.

1. Reviews all incoming mail to the immediate supervisor, sorts and redirects pertinent correspondence to other officials and personally handles routine correspondence for the immediate supervisor when instructed to do so.

1. Assists with the ordering, distribution, return, and security of a variety of testing materials.

1. Assists with troubleshooting a variety of testing programs.

1. Operates a variety of standard office equipment including copiers and scanners; troubleshoots technology related problems before a technician is called.

1. Performs other duties as assigned by the immediate supervisor.

Knowledge, Skills and Abilities:

Must have computer knowledge with experience in Windows, Microsoft Word, and Excel.  Must be organized; detail oriented; ability to multi-task; ability to meet deadlines in a fast-paced position. Thorough knowledge of standard office practices, procedures, equipment and administrative support techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of departmental programs and policies; ability to type, take and transcribe dictation using good composition skills; ability to make arithmetical calculations; ability to follow oral and written instructions; ability to read and understand detailed and complicated policies, procedures and materials that contain specialized words and phrases; ability to operate a variety of office equipment to produce complex/technical documents; ability to establish and maintain effective working relationships with associates and the general public.

Education and Experience:

Experience working in an educational setting preferred. Any combination of education and experience equivalent to graduation from high school supplemented by designated courses and considerable administrative support experience.

Special Requirements:

None.