What are the responsibilities and job description for the Administrative Secretary - Plant Services - Full Time position at Guthrie?
Position Summary : Responsible for performing various secretarial, clerical, and general office duties for the Engineering Department; assigned special projects; operates the Engineering Department Management Systems.
Education, License & Cert : High school graduate or equivalent with at least two (2) years secretarial experience required. Must have computer skills including Microsoft Windows, Microsoft Word, and Excel.
Experience : Specific training in stenographic skills (type 50‐60 words per minute) including filing logic; shorthand, speed writing, or transcription skills required. Must have computer skills including Microsoft Windows, Microsoft Word and Excel. Must be able to perform math calculations quickly and accurately both manually and by use of a calculator. Shall exhibit developed skills to organize information in appropriate format and produce professional technical reports. Ability to communicate and interact effectively with a wide cross‐section of individuals in a courteous and tactful manner both personally and in telephone dialogues, projects professional image as representative of Engineering Department and Organization. Must possess high ethical standards with respect to discretion and regard for confidentiality. Must possess an abiding commitment to basic ethical and legal principles.
Essential Functions :
1. Performs varied secretarial duties to include answering the telephone and handling incoming calls appropriately, maintaining event and appointment calendar, meeting arrangements, transcription of correspondence and documentation, filing and mail sorting
2. Responsible for additional secretarial duties to include taking and then typing minutes for weekly and monthly Department meetings and other Project Meetings, stenographic services as needed by Engineering Department Supervisors.
3. Responsible for operation of Engineering Department Management Systems which include : a. Scheduling of in‐service or other employee education and documenting each person’s participation. b. Processing of purchase requisitions and receiving documents for materials or services, auditing invoices before payment approval. c. Extracting data, making calculations, and documenting results for audit of utility invoices and for energy management review. d. Posting cost data and filing of Project Documents in the Project Management System. e. Key Control (for security locks) and scheduling / coordination of the Locksmith’s services. Assume overall responsibility for audit, logging, and field checking and identification as necessary of all security locks and key system. f. Adding, deleting, and retrieving data for / from the Parking Permit System. g. Arrange for Department personnel travel arrangements. h. Initiate all routine Appropriation Requests for Department Head approval. i. Assume responsibility for implementing expansion, reorganization, and continuing maintenance of Engineering / Architectural Drawing Files. j. Administer “well‐head” fuel‐gas acquisition. k. Coordinate organization, growth, and then maintenance of the Department Physical Plant Operation and Procedural Manual. l. Operate and update current computer‐based office system m. Maintenance contract documentation n. EOC departmental rounding, scribe
4. Other duties as assigned. Other Duties : Demonstrates age specific competencies as per unit standards. Demonstrates technical competencies as per department standards.
The pay range for this position $16.47-$24.64 / hour
Salary : $16 - $25
