Division Secretary

Classification:  Support Staff

Exemption Status/Test:  Non-exempt                                  

Job Grade:  7

Division:  Print Production and Distribution Center

Reports To: Chief of Print Production and Distribution Center

Job Goal:

Provide administrative support to the Print Production and Distribution Center division

Qualifications:

Education:

• High school diploma or GED 

Experience:

1. Five years of secretarial experience
2. Financial software experience 

Special Knowledge and Skills:

1. Advanced proficiency in the use of software related to office operations
2. Excellent organizational, interpersonal, and communication skills
3. Excellent attention to detail
4. Excellent proof-reading skills
5. Ability to handle and prioritize multiple tasks
6. Ability to exercise initiative, decision-making, and maintain confidentiality 

Major Responsibilities:

Chief of Print Production and Distribution Center Assistance

1. Assist the Chief of Print Production and Distribution Center in planning and executing division-wide initiatives.
2. Assist the Chief of Print Production and Distribution Center in completing special projects.
3. Research, compile, and analyze data for the Chief of Print Production and Distribution Center.

Division Responsibilities

1. Serve as the first point of contact for internal and external customers regarding questions and requests for the division.
2. Cross-train and serve as backup for the Executive Assistant in Administration.
3. Provide support and assistance to department secretaries in the division. 

Secretarial Support

1. Manage the Chief of Print Production and Distribution Center’s calendar.
2. Screen visitors, telephone calls, and mail directed to the Chief of Print Production and Distribution Center.
3. Make travel arrangements and arrange meetings.
4. Review and monitor budget and keep the Chief of Print Production and Distribution Center informed
5. Assist in preparing budget amendments, budget transfers, and monthly and year-end reports.
6. Process requisitions, direct pays, invoices, purchase orders, and interdepartmental bills; verify all have been assigned to the correct budgets and ensure all necessary paperwork is included.
7. Assist in agenda preparation and contact meeting participants.
8. Independently respond to letters and general correspondence of a routine nature.
9. Prepare correspondence and reports as instructed.
10. Keep office organized, maintain adequate supplies, and maintain current files in an electronic format, according to ISO procedures.
11. Provide technical assistance and services as specified by any applicable federal grant that funds this position. 

Supervisory Responsibilities:

None

Physical Demands/Environmental Factors/ Mental Demands:

Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; work with frequent interruptions; maintain emotional control under pressure.

Salary : $52,884 - $63,334