Office Secretary

Job Overview
We are seeking a dedicated and organized Office Secretary to join our team. The ideal candidate will possess strong clerical skills and have a keen ability to manage office tasks efficiently. This role is essential in ensuring smooth office operations, providing administrative support, and maintaining effective communication within the organization. The Office Secretary will be responsible for various tasks that require attention to detail, time management, and proficiency in office software.

Essential Duties and Responsibilities

Work with Office Coordinator to help:

• Answer incoming calls, screen and direct to appropriate staff:
• Keep an up-to-date staff phone directory
• Administer the phone system: Teaching new staff how to use the phone and the desktop features; Programming extensions for new staff (using the backend of the system); Work with phone vendor to ensure smooth operation
• Act as primary liaison with The Twenty (IT vendor) for computer and phone issues.
• Greet incoming visitors and directing them to the appropriate staff
• Keep visitor log
• Process mail and update mail log daily, maintain postage meter
• Manage the ordering, dissemination, and inventory of office supplies
• Develop relationships with vendors and manage costs
• Help oversee maintenance of business machines
• Organize meeting rooms and organizational calendar
• Prepare agenda for the staff meetings, take minutes at the meeting, and distribute afterwards
• Complete variety of additional tasks as delegated by the management team.

Qualifications

• High school diploma or its equivalent is required, associate degree preferred
• At least two years of experience working in a busy administrative setting and exhibiting growth
• Advanced knowledge of customer service principles and practices
• Advanced knowledge of administrative and clerical procedures
• Prior experience with a multi-line phone system
• Effective team player
• Valid Driver’s License and reliable transportation
• Ability to manage time effectively
• Ability to perform several tasks concurrently with ease and professionalism.
• Ability to read, write, and comprehend complex instructions given from written and verbal sources.
• Ability to identify and solve complex problems and critically evaluate information for accuracy and usefulness in solving problems.
• Ability to negotiate and resolve a conflict between dissenting parties.
• Proficient in the use of Microsoft products, databases (including WORD and EXCEL) and other technology that includes creation and management of fillable PDF’s.

If you are an enthusiastic individual looking to contribute to a dynamic team while enhancing your administrative skills, we encourage you to apply for the Office Secretary position today!

Job Type: Full-time

Pay: $18.00 - $19.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Administrative experience: 1 year (Required)
• Time management: 1 year (Required)

Work Location: In person

Salary : $18 - $19