Administrative secretary

This is a contract position (Temp to Hire)

PRIMARY FUNCTION

Under general supervision, performs secretarial, clerical, and stenographic functions that require knowledge of District and department systems and procedures.

Performs other duties as assigned.

This classification is assigned to a department manager or an assistant department manager; and requires the performance of responsible and confidential secretarial functions using extensive knowledge of District and department systems and procedures.

• Must be able to transcribe notes into correspondence, minutes, etc., efficiently and accurately.
• Coordinates or supervises activities of other clerical or secretarial personnel assigned within the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The examples of essential functions listed below are representative but not necessarily exhaustive or descriptive and incumbent may be assigned other related functions not listed herein if such functions are a logical assignment for the position.

• Composes or prepares correspondence from various reports, notes and other statistical data; compiles, prepares and updates detailed charts and reports.
• Attends meetings and conferences and accurately transcribes information; maintains confidentiality of personnel issues or business nature transcribed into minutes, records, correspondence, memoranda, reports, speeches, testimony and other documents.
• Schedules appointments and travels arranges or oversees process through assigned clerical staff including maintenance of travel order files and compilation of weekly reports;

and recording and posting of credit card expenses.

• Initiates and follows up on assigned departmental actions involving departmental business to ensure timely completion.
• Maintains a variety of complex records, files, work orders, card indexes and audits using spreadsheets and databases; and handles incoming mail.
• Creates or updates spreadsheets, graphs, presentations, charts and documentation rapidly and accurately, using Microsoft Office or tools.
• Receives and greets visitors to department and provides information to them or directs them to their appointments; and responds to inquiries about department activities of a general nature.
• Coordinates and supervises the activities of clerical or secretarial personnel as required; maintains department files and recommends improvements in filing systems.
• Oversees or enters payroll data and vehicle mileage information into computer as required.
• Maintains inventory of supplies, forms and materials and reorders as required.

MARGINAL DUTIES AND RESPONSIBILITIES

• Pays out petty cash for authorized purchases.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Associates degree in secretarial science or related field
• Four years of progressively responsible clerical / secretarial experience. Must be able to transcribe notes and minutes efficiently and accurately.
• Progressively responsible directly related experience may be substituted for the required education at the ratio of two years of experience in direct and progressively responsible secretarial experience.

Skills / Abilities

Maintains effective relations with the general public; read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations;

prepare reports, business correspondence, and procedure manuals.

• Operate computers and software programs for spreadsheet and word processing; email; operates computer keyboard at 55-65 per minute.
• Transcribe efficiently and accurately transcription; compose correspondence, reports, and resolutions independently; interpret general policies, procedures, and regulations and apply them to specific situations;

operate electronic typewriter, calculator.

Use correspondence and spreadsheet software; prepare filing system using alphabetic, numeric and chronological sequence;

perform responsible administrative, secretarial, and clerical functions; responding to complaints effectively using professional customer service techniques.

• Calculate figures and amounts such as discounts, interest, commissions, proportions and percentages; understand safety rules and regulations and work safely;
• be prompt and regular in attendance; and work courteously and cooperatively with employees, Board of Directors, consultants, manufacturer’s representatives, public and / or private agency representatives;

and the general public.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee frequently works in a well-lighted office with climatic controlled temperatures.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is frequently required to talk, hear, and listen; sit; use hands and arms;
• use hands to finger, handle, grip or feel objects, tools, or controls; the employee is occasionally required to stand; walk, reach forward, downward and upward with hands and arms;

bend at the waist, kneel and stoop.

The employee must occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

An employee in this category will be exposed to physical demands requiring strength, coordinating and dexterity only on occasion.

Last updated : 2024-11-19