GENERAL DESCRIPTION OF POSITION:

This is moderately complex clerical- work performed under the general · supervision of the Program Design & Management Director.

Employees in this position are responsible for task like maintaining records, processing paperwork, answering phone, and assisting with administrative duties. They are also responsible for data entry, file documents, and providing customer service. Attention to detail and organizational skills are essential.

JOB DUTIES AND RESPONSIBILITIES:

1. Maintaining and organizing records, files and documents.
 
2. Process paperwork such as invoices, purchase orders, travel and expense reports for center administrators for signature of Department Head.

3. Compose and type answers to routine requests for information; types a variety of reports and specifications, tabulations, and similar material.

4. Handling data entry tasks accurately and efficiently.

5. Assisting with administrative tasks like scheduling appointments, arranging meetings, and managing calendars.

6. Compile reports, forms, and frequently check against a variety of records in order to secure complete and accurate information.

7. Check and proofread handwritten materials for errors, including spelling and grammar, and type.

8. Develop a filing system and maintain up-to-date files/ records. Sorting and distributing incoming mail.

9. Operate all office machines, including computer software, calculator, photocopying and others

10. Follow up on Exit Conferences and keep a well-organized binder with information.
 
11. Takes and transcribes statements of conference minutes as an occasional part of assignment.

12. Receive and log all in-coming materials from counties and distribute to departments accordingly.

13. Serve as a relief Switchboard Operator.

14. Perform related work as required or assigned. 

DESIRABLE KNOWLEDEGE, SKILLS AND ABILITIES

1. Considerable knowledge of business English, spelling and punctuation.

2. Knowledge of office practices, methods, and appliance.

3. Ability to type from clear copies and to take dictation at a speed level  within accuracy limits established to determine typing and stenographic skills, minimum typing speed of 60 wpm

4. Ability to maintain clerical records and to prepare reports from such records.

5. Ability to compose routine letters and memorandums with only general instructions.

6. Ability to make mathematical computations and tabulations rapidly and accurately.

7. Ability to communicate effectively both orally and in writing.

8. Ability to exercise good judgement, curtesy, and tact in receiving office callers and in making proper disposition of problems.

DESIREABLE   EDUCATION AND EXPERIENCE:

AA in Secretarial Science or two years of college in business administration and two years of experience as a secretary. Completion of a two year post high school business course maybe substituted for one year of experience. Any combination of acceptable education and experience will be considered that enables the applicant to acquire the desirable knowledge, skills, and abilities.

SPECIAL   QUALIFICATIONS:

Must be able to meet approved minimal physical and medical standards.

Must have excellent computer skills.

Must have good verbal and written communication skills.